Administrative Staff Assistant (Legal)

Job Summary The Office of General Counsel (“OGC”) provides legal services and support to the Board of Trustees, the Chancellor and senior officers in System Administration at Albany, New York, and the presidents and administrators of the campuses within the System. Under the leadership of the Senior Vice Chancellor for Legal Affairs and the General Counsel, the SUNY Office of General Counsel is responsible for providing legal services to the System and the 29 state operated campuses. The OGC consists of 47 experienced higher education attorneys, paralegals and support staff located in Albany at the System Administration headquarters and in campus-based offices at the four University Centers, Health Science Centers, and various SUNY colleges. The legal practice of the OGC involves a substantial array of topics, including public procurement, governance and ethics, legislation, health care, capital construction, public finance, labor grievances and arbitration, litigation oversight (the State’s Attorney General defends litigation brought against the University), student affairs, and the use of real property. The OGC represents SUNY in interactions with State officials who may regulate the affairs of SUNY, including the Attorney General, State Comptroller, the Governor and staff, and members of the State Legislature and staff as well as other state and local agencies and entities. The successful candidate will be based at the Syracuse OGC regional office. The position reports directly to the Chief Campus Counsel of State University of New York Upstate Medical University (“SUNY Upstate OGC”) in Syracuse, N.Y. and indirectly to the SUNY Vice Chancellor of Legal Affairs and General Counsel (“SUNY OGC”). The Administrative Staff Assistant interfaces remotely with other SUNY OGC staff located in other offices to coordinate the delivery of excellent legal services, including participation in some SUNY OGC staff meetings and trainings. Job Standard / Operational Needs Responsibilities include, but are not limited to: Act as the central point of contact for the Upstate OGC Office, coordinating communications and ensuring a professional experience for visitors, staff, and external partners. Independently evaluate and triage incoming inquiries and documents, exercising judgment to effectively and efficiently route matters to the appropriate attorney. Provide comprehensive administrative and operational support to assigned attorneys, including managing calendars and priorities and drafting, reviewing, and refining correspondence, memoranda, presentations, and reports. Communicate with University Hospital Employee and Labor Relations Department, union representatives and arbitration administration groups on behalf of University Labor Counsel to coordinate scheduling of arbitrations. Manage, maintain, and update arbitration files, case list and databases, and calendar in support of Labor Counsel. Safeguard confidential and sensitive information in accordance with organizational policies and professional standards. Manage electronic and paper-based filing systems to support efficient document organization and retrieval. Work collaboratively with other staff in the SUNY Upstate OGC, SUNY Upstate Medical University, and SUNY OGC offices. Support departmental by handling additional operational responsibilities as needed, e.g. workplace resources, necessary equipment, travel, membership renewals and SU Externship onboarding. Learn additional areas of responsibility to effectively support other staff within the SUNY Upstate OGC office. Assist Chief Campus Counsel, Associate Counsel members, and Senior Administrative Staff Assistant with the following: Legal matters including investigations, hearings, and lawsuits. Matters related to collective bargaining issues involving interpretation and application of collective bargaining agreements. Employee/labor relations issues including arbitrations and improper practices. Minimum Qualifications Bachelor’s degree (or higher or foreign equivalent) and two years of relevant responsible administrative experience in a legal setting (or equivalent setting). Effective oral and writing skills, including knowledge of grammar, spelling and punctuation, tact, diplomacy and interpersonal skills. Ability to maintain confidentiality of information learned while working at SUNY Upstate OGC and demonstrated ability to use discretion when interacting with others to avoid inadvertent sharing of confidential information. Excellent time management skills and ability to work well under pressure. Maintaining a professional and positive attitude while effectively meeting deadlines. Proficiency in using various Microsoft Office applications such as Word, Excel, Access, Power Point and Outlook. Familiarity with internet applications and ability to learn other office technology and databases. Excellent organizational skills, with the ability to handle variety of projects simultaneously and prioritize effectively while paying attention to details. Active listening, judgment and decision-making skills. Ability to interact effectively with all levels of leadership, administrators and other visitors to the office. Must be able to work proactively and communicate effectively; Ability to work as part of a team and willing to back-up others; Working knowledge of modern office standard practices and procedures. Preferred Qualifications Notary License preferred Work Days Monday-Friday, days Message To Applicants The position may be required to report to work/remain at work even if University classes are cancelled and the campus is working on limited operations in an emergency. Evening and weekend work, as well as limited travel, may be required at times. Recruitment Office Human Resources #J-18808-Ljbffr