Legal Assistant

The Legal Assistant (Legal Affairs Coordinator) assists CIIS executives, directors, deans, and other key stakeholders with legal, contract procedures, administrative, organizational and research work in a team-oriented and collaborative environment. The position serves as a central resource for contract administration, legal matter tracking, risk management coordination, regulatory compliance support, and legal operations. The Legal Affairs Coordinator works closely with University leadership, outside counsel, insurance representatives, regulators, and other stakeholders to ensure effective administration of the University's legal and compliance obligations.

A successful candidate is discreet, thoughtful, analytical, organized, detail-oriented, and possesses exceptional communication and interpersonal skills. Success in this position requires a positive, energetic attitude, close collaboration with a tight-knit team, and dedicated work ethic with an aptitude for managing multiple priorities. The incumbent exercises a high degree of independent judgment, discretion, and confidentiality when handling sensitive legal, employment, financial, compliance, and institutional matters.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Administers the contract policy, its procedures, and compliance.
• Centralizes the administrative oversight of all legal and contract matters.
• Supports state authorization processes through preparing and submitting supplemental state filings.
• Liaises with outside professionals and key stakeholders by fielding emails and phone communication, calendaring, and actions.
• Prepares, edits, and proofreads drafts of legal documents, such as corporation documents, third-party agreements, vendor contracts, court-related documents, administrative correspondence, state or federal agency forms, SRO (self-regulatory organization) forms, and other documentation.
• Orchestrates comprehensive support in connection with legal, contract, and caseload matters, including gathering case data, managing data-room activities, preparing signature packets, and archiving closed case folders.
• Maintains the University's centralized contract management repository, legal records, and document retention systems, including contracts, legal matters, insurance certificates, surety bonds, corporate records, and other legal and compliance documentation.
• Collaborates with other University executive administrative managers or assistants with a high level of discretion to ensure responses to various open matters.
• Serves as the primary administrative liaison with insurance brokers, carriers, third-party administrators, and University stakeholders regarding risk management, claims reporting, insurance renewals, certificates of insurance, and policy documentation.
• Maintains legal, contract, compliance, and state authorization calendars; tracks filing deadlines, contractual obligations, renewal dates, and regulatory requirements; prepares reports, dashboards, agendas, billing reviews, and other departmental administrative materials.
• Tracks legal, contract, insurance, compliance, and institutional matters; coordinates collection of documentation and updates from stakeholders; and prepares status reports for leadership and outside partners.
• Updates the CIIS Connect intranet page dedicated to Legal & Contract Management and to State Authorization (in partnership with the accreditation compliance office) to provide visible process resources to the University's internal community.
• Provides timely notification to insurance carriers on potential legal, compliance, and risk management issues.
• Develops and maintains legal affairs procedures, templates, workflows, records management practices, and legal technology systems, including electronic signature and contract management platforms.

Other related duties as assigned.

MINIMUM QUALIFICATIONS

• Bachelor's degree or equivalent in legal assisting or related field.
• Minimum two or more years of professional experience as a legal assistant or legal administrator.
• Comprehension of a variety of legal court documents, including complaints, answers, rulings, judgments, affidavits, motions, appeals, table of contents/authorities, subpoenas, court dockets, reports, memos, and correspondence.
• Demonstrated critical thinking, legal research, analysis, attention to detail, and writing skills; and demonstrated initiative, time management, and follow-through.
• Computer proficiency in Microsoft Office Suite applications including Word, PowerPoint, Excel, and Outlook, as well as document management and other Microsoft technologies.
• Exceptional computer skills with the ability to learn new software applications quickly.
• Strong ability to maintain high standards, use excellent judgment and seek out ways to contribute and anticipate needs.
• Excellent interpersonal skills, communication skills and the ability to collaborate well in a team and a wide range of constituencies in a diverse academic community.
• Familiar with and comfort using evolving appropriate AI technologies directly related to the role.

PREFERRED QUALIFICATIONS

• Established understanding of Higher-Ed, Labor & Employment, Contract, and litigation laws as they relate to students, employees, individuals, partnerships, and corporations.
• Familiarity with various State and Federal Regulations, especially but not limited to California, and Federal Department of Education or Labor.
• Awareness or willingness to learn and uphold NCSARA best practices.
• Work efficiently with the ability to multi-task while maintaining the highest quality work product.

ENVIRONMENTAL DEMANDS

Occasional work performed alone with ability to work remotely from time-to-time. Collaboration and constant work around and with other people.

PHYSICAL ABILITIES

This position requires attention to detail, good memory, ability to work under deadline pressure, sitting and standing for long periods of time, oral and written communication, keyboarding for significant portions of the workday, pushing, pulling, bending, stooping, reaching, patience, and tact to perform the essential functions.

LOCATION

Must be located in the San Francisco Bay Area - In office / hybrid

PHYSICAL ABILITIES

This position requires attention to detail, good memory, ability to work under deadline pressure, sitting and standing for long periods of time, oral and written communication, keyboarding for significant portions of the workday, pushing, pulling, bending, stooping, reaching, patience, and tact to perform the essential functions.

LOCATION

Must be located in the San Francisco Bay Area - preferably onsite, but open to Hybrid or Remote with demonstration of high work ethic.

• Working Conditions Duties are primarily performed in an office environment at a desk or computer terminal, typically Monday through Friday.
• Background Check Due to the sensitivity and requirements of this position, you should expect to undergo and be cleared of an employment background/criminal check, if extended an offer for employment. You may also be asked to provide proof of educational degree(s), licenses, or credentials pertinent to the position. If your job requires driving on behalf of CIIS you will be required to provide proof of a valid driver's license.
• Visa Sponsorship Visa sponsorship is not available for this position. Applicants must currently be authorized to work in the United States for any employer.
• Relocation Assistance This position is not eligible for relocation assistance.

EQUAL EMPLOYMENT OPPORTUNITY POLICY

At the California Institute of Integral Studies (CIIS), we are dedicated to fostering a culture of inclusion and belonging, guided by our Seven Commitments. We value the diverse experiences, perspectives, and identities within our community and strive to create and maintain environments that are inclusive, equitable, accessible, and welcoming for all.

As an Equal Opportunity Employer we are committed to providing an open, fair, and non-discriminatory environment for all individuals, in accordance with all applicable federal, state, and local laws. This commitment extends to all aspects of employment, including recruitment, hiring, promotion, compensation, benefits, training, and other terms and conditions of employment.

CIIS actively seeks to recruit and retain individuals who bring a broad range of cultural backgrounds, languages, and life experiences that enhance our institutional mission and values.

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