Assistant Manager, Legal Services Fund Admin

Job Description

Job Description

Job Code
S1625LF

Department Name
Legal Fund Admin

Reports To
Manager, Legal Services Fund Administration

FLSA Status
Exempt

Union Code
N/A

Management
Yes

About Us:

Building Services 32BJ Benefit Funds (“the Funds”) is the umbrella organization responsible for administering Health, Pension, Retirement Savings, Training, and Legal Services benefits to over 185,000 SEIU 32BJ members. Our mission is to make significant contributions to the lives of our members by providing high quality benefits and services. Through our commitment, we embody five core values: Flexibility, Initiative, Respect, Sustainability, and Teamwork (FIRST). By following our core values, employees are open to different and new ways of doing things, take active steps to improve the organization, create an environment of trust and respect, approach their work with the intent of a positive outcome, and work collaboratively with colleagues.

The Funds oversees and manages $11 billion of dollars in assets, which are made up of many, varied and complex funds. The dollars come from a number of sources, including the property owners who pay into the funds on behalf of their employees, and as such, requires those who oversee and manage the money to be highly skilled financial management people.

32BJ Benefit Funds will continue to drive innovation, equity, and technology insights to further help the lives of our hard-working members and their families. We use cutting edge technology such as: M365, Dynamics 365 CRM, Dynamics 365 F&O, Azure, AWS, SQL, Snowflake, QlikView, and more.

Please take a moment to watch our video to learn more about our culture and contributions to our members: youtu.be/hYNdMGLn19A

Job Summary:

Under the supervision of the Manager, Legal Services Fund Administration, the Assistant Manager, Legal Services Fund Administration is responsible for supporting the administrative and operational functions of the Legal Fund, including oversight of intake operations, coordination of legal workflows, supervision of administrative staff, management of operational systems and reporting, support of member-facing initiatives, managing and developing relationships with outside vendors, and collaboration with Legal Fund leadership to improve efficiency, compliance, and service delivery across departments.

Essential Duties and Responsibilities:

• Coordinates and supports staff meetings, trainings, operational touch points, and member-facing initiatives in collaboration with Legal Fund leadership

• Supports member outreach initiatives and Legal Fund seminars in collaboration with Member Engagement and Communications teams

• Prepares, analyzes, and distributes operational and statistical reports related to intake, staffing, call analytics, and Legal Fund activity

• Supports and oversees Intake department operations, including quality assurance reviews, escalation management, and staff support as required

• Coordinates with Cooperating Attorneys, vendors, interpreters, and external partners regarding Legal Fund operations and service delivery

• Maintains and updates the Legal Fund Procedural Manual

• Conducts periodic evaluations of the technology equipment used by the Legal Fund, including hardware and software, and determine whether upgrades or elimination are required

• Manages records retention processes, document storage, and organization of shared departmental resources

• Maintains departmental directories, templates, forms and shared resources across Legal Fund departments, and proactively makes updates as needed

• Performs testing and troubleshooting support for operational systems and workflows as needed

• Supports hiring, onboarding, personnel documentation, scheduling, and employee record maintenance in coordination with management and Human Resources; and

• Assists in administering the Fund's timekeeping records, maintaining accurate documentation, and supporting the administration of corrective action and performance management processes, as appropriate.

• Ensures compliance with Legal Fund policies, operational procedures, and organizational standards

• Coordinates procedures related to member eligibility, intake processing, and case workflow administration

• Supports administration of call center systems, monitor call analytics, and coordinates improvements to communication workflows

• Handles coordination and approvals of work orders for any facilities or IT requests

• Collaborates with Legal Fund supervisors and leadership to improve operational efficiency and implements departmental initiatives

• Coordinates maintenance and operational readiness of office equipment, mail processes, and departmental technology resources

• Coordinates with Mailroom, IT, and Facilities teams regarding digital and physical mail processes and operational coverage needs

• Coordinates with the Mailroom and IT on any digital mail or physical mail processes including daily mail run coverage

• Displays sensitivity and nuance in the handling of client matters

• Serves as operational support and back-up to Legal Fund management as needed

• Assists leadership in identifying operational needs, staffing support, and resource planning to support Legal Fund growth of members and their families

• Performs other relevant, related, or pertinent duties as requested or assigned by Legal Fund management.

Qualifications (Competencies):

• Three (3) or more years of experience in a complex, fast-paced organization, preferably in legal administration, legal operations, legal services, or a related field;

• Demonstrated ability to take initiative, thinking creatively, solve problems, work effectively under pressure, and manage projects successfully;

• Ability to independently manage multiple tasks, projects, and responsibilities simultaneously;

• Strong organizational, planning, and time management skills;

• Exceptional attention to detail;

• Strong verbal and written communication skills, including editing and proofreading abilities;

• Demonstrated ability to collaborate effectively and coordinate responsibilities across departments and functional teams;

• Experience utilizing legal and operational technology platforms, including case management, timekeeping, reporting, call center, and workflow management systems; and

• Proficiency with Microsoft Office applications, Adobe Acrobat, spreadsheets, and database systems.

Education:

Bachelor’s degree in Political Science, Legal Studies, Business Administration, or other relevant field required

Language Skills:

Bilingual (English and Spanish) required

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential functions.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential functions.

• Over 2/3 of the time: Talking or Hearing
• 100% of the time: Using Hands

Work Environment:

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.