Legal Assistant

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America’s Best Large Employers in 2023.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title

Legal Assistant

Job Profile Title

Legal Secretary

Job Description Summary

The Legal Assistant provides administrative and clerical support to attorneys, including preparing, proofreading, and processing legal documents. This role assists with legal research, coordinates correspondence and scheduling, maintains calendars, and supports special projects and event planning.

Job Description

Job Responsibilities:

• Provides confidential administrative support to legal staff.

• Provides specific secretarial support to a particular legal specialty or team within the Office of the General Counsel (e.g., student and faculty, tax and benefits, corporate, transactional, intellectual property, real estate, litigation, labor and employment, etc.)

• Assists with the preparation of contracts, corporate, transactional, intellectual property, claims, risk management, and other legal documents, correspondence, reports, etc.

• Operates word processing equipment to type materials from rough drafts, corrected copy, voice recordings, and magnetic tape files, insuring appropriateness of form and content.

• Types or enters and assembles a variety of legal forms, schedules, reports, lists, correspondence, calendars, briefs, facsimile requests, and opinions.

• Proofreads and corrects materials for correct grammar, syntax, and punctuation, for clerical accuracy, and for spelling.

• Composes, compares, edits, revises, tabulates, and/or prints letters, tables, reports, and other materials.

• Sets up and maintains calendars and appointment schedules for attorneys.

• Reserves meeting locations and arranges for supplies such as overheads, handouts, or other materials as needed.

• Promptly communicates any changes being made to schedules to attorneys and all other involved parties.

• Prepares meeting confirmations.

• Pulls and reviews files for daily calendars.

• Ensures meeting files are up to date and contain all pertinent information; follows through on requesting missing information and/or brings to attorney’s attention for action.

• Makes travel and lodging arrangements for attorneys, and prepares expense and expense reimbursement requests.

• With high degree of professionalism, tact, diplomacy, and common sense, takes and responds to telephone calls from and to clients, University and Health System administrators, faculty, students, and other internal and external personnel.

• Responds to questions and or directs them to the appropriate staff member or other University, or Health System offices.

• Independently handles those that do not require the personal attention of an attorney or paralegal.

• Assists with compiling and maintaining letters, agreements, and other documentation.

• Maintains ticklers, inputs data into databases, spreadsheets, and other tracking systems.

• Sets up, organizes, and maintains files, both paper and electronic versions.

• Organizes large amounts of data, documents, and other materials in a comprehensive central filing system.

• Creates and maintains tickler schedule for archiving and purging.

• Uses personal computer to produce special request materials such as databases, proposals, charts, graphs, presentation materials, mailing lists, legal materials, and meeting agendas.

• Tracks and maintains University and Health System trademark applications, issued trademarks, statuses, and other data elements in Trademark Docket database in MS Access.

• Receives, opens, prioritizes, and distributes mail. Operates Windows PC, photocopiers, scanners, and printers.

• Superior skills using Windows 10 and MS Office 365 (including MS Word, Excel, PowerPoint, Outlook, and Access).

• Performs general office duties.

• Establishes and maintains professional working relationships and works in collaboration with other members of the Office of the General Counsel.

• Assists counsel with research, including obtaining copies of statutes, regulations, ordinances, corporate filings, and cases as directed.

• Performs special projects as assigned.

• Performs other related duties in areas of responsibility as assigned, including but not limited to logistics of conference and other group event planning.

• Provides back-up secretarial support, as needed.

• Other duties and responsibilities as assigned.

Qualifications:

• High School Diploma required. Associates or Bachelor degree preferred.

• Minimum of five (5) years experience at a comparable level including a minimum of three (3) years advanced secretarial training required.

• Training and/or experience as a legal secretary required. Experience with legal, technical, and medical terminology preferred.

• Possesses Superior word processing skills.

• Experience with analytical, research, and writing skills.

• Maintains effective work relationships at all levels.

• Exercises discretion in working with highly confidential information.

• Ability to think independently, initiate and recognize basic requirements, and develop and follow through on additional requirements on a case-by-case basis.

• Must recognize deadlines and prioritize work accordingly.

• Will be involved with counsel in directing and responding to requests of outside counsel.

• Ability to independently handle requests for information and assistance to counsel able to effectively organize and handle a large volume of documents on a variety of topics.

• Effectively communicate with co-workers and clients.

• Work cooperatively and demonstrate teamwork.

• Ability to deal tactfully, professionally, and in a variety of situations with all levels of management.

• Must be energetic and flexible.

• Able to speak, read, and write fluent English.

• Superior skills working with PC Windows 11 environment and using Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, and Access,) Adobe Acrobat, Internet Explorer and other computer software applications.

• Demonstrate accurate type speed of 95 words per minute (wpm.)

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

President's Center

Pay Range

$31.55 - $38.45 Hourly Rate

Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, and in alignment with salary ranges based on external market data for the job’s level. Internal organization and peer data at Penn are also considered.

Equal Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics) , citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law .

Special Requirements Background checks may be required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits

• Health, Life, and Flexible Spending Accounts : Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.

• Tuition : Take advantage of Penn's exceptional tuition benefits . You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.

• Retirement: Penn offers generous retirement plans to help you save for your future. Penn’s Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.

• Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.

• Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you’re newly hired, you won’t have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.

• Wellness and Work-life Resources : Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That’s why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.

• Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.

• University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University’s libraries and athletic facilities, or visit our arboretum and art galleries. There’s always something going on at Penn, whether it’s a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you’re right in the middle of the excitement—and you and your family can enjoy many of these activities for free.

• Discounts and Special Services : From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.

• Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.

• Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.

• Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

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The University of Pennsylvania’s special character is reflected in the wide variety of backgrounds, experiences, and perspectives of the Penn community. We seek talented faculty and staff who will constitute a vibrant community and help create an educational and working environment that best supports the University’s commitment to excellence in teaching, research, and scholarship. The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status, or any class protected under applicable federal, state or local law.