Legal Secretary I - 992049

We are excited that you are considering joining Nova Southeastern University!

Nova Southeastern University (NSU) was founded in 1964, and is a not-for-profit, independent university with a reputation for academic excellence and innovation. Nova Southeastern University offers competitive salaries, a comprehensive benefits package including tuition waiver, retirement plan, excellent medical and dental plans and much more. NSU cares about the health and welfare of its students, faculty, staff, and campus visitors and is a tobacco-free university.

We appreciate your support in making NSU the preeminent place to live, work, study and grow. Thank you for your interest in a career with Nova Southeastern University.

Primary Purpose:

Provides administrative support to the Office of Legal Affairs.

Job Category: Non-Exempt

Hiring Range:  Commensurate with experience

Pay Basis:  Hourly

Subject to Grant Funding? No  

Essential Job Functions: 

1. Maintains and manages the executive attorney’s calendar, including scheduling, rescheduling, and prioritizing meetings, deadlines, and travel to ensure optimal time management.
2. Communicates with university administrators and personnel both within and outside the university, exercising sound judgment and discretion in all interactions.
3. Responds to general inquiries directed to the Office of Legal Affairs and resolves routine issues related to departmental policies and procedures in a timely and professional manner.
4. Edits, proofreads, and formats legal correspondence and documents.
5. Organizes and maintains legal matter files, ensuring proper management of both physical and digital records.
6. Facilitates the delivery of legal correspondence via mail, fax, email, or courier services, as appropriate.
7. Reviews, formats and processes legal agreements with attention-to-detail, preparing them for final attorney review and approval.
8. Assists in preparing and verifying legal templates, checking for completeness, accuracy, and correct legal entity names.
9. Produces photocopies and digital scans of legal documents and correspondence to support attorneys and ensure compliance with university retention policies.
10. Gathers and compiles information from various university departments to support the drafting and review of legal agreements.
11. Inputs and verifies data in NSU-specific legal software systems while overseeing the document submission process.
12. Conducts public record and internal database searches, submitting relevant findings to attorneys for new matter setup.
13. Prepares and submits reimbursement documentation for approved legal team expenses, including CLEs, bar dues, and other professional activities and memberships.
14. Completes special projects as assigned.
15. Performs other duties as assigned or required.

Job Requirements: 

Required Knowledge, Skills, & Abilities: KNOWLEDGE
1. Clerical Operations - Demonstrated proficiency in administrative and clerical procedures, including word processing, data entry, file and records management, form design, and familiarity with standard office practices and terminology.
2. Customer and Client Service - Solid understanding of customer service principles and practices, including needs assessment, service quality standards, and techniques for evaluating client satisfaction and responsiveness.
3. English Language Proficiency - Strong command of English language structure and usage, including grammar, spelling, punctuation, and composition rules for clear and professional communication.
4. Technology and Software Expertise - Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); skilled in database management, data entry, and internet navigation across multiple browsers. Ability to quickly learn and adapt to new software platforms, including document and file management systems.

SKILLS
1. Service Orientation - Demonstrates a proactive and flexible approach to assisting others, consistently seeking opportunities to provide support. Exhibits initiative and attention to detail in all tasks.
2. Judgment and Decision-Making - Applies sound reasoning to evaluate options and determine appropriate actions, balancing potential risks and benefits. Maintains strict confidentiality in handling sensitive information.
3. Time Management- Reliable and punctual, with the ability to effectively manage personal and team schedules in a fast-paced, high-volume environment supporting multiple attorneys.
4. Social Perceptiveness - Recognizes and interprets the reactions and needs of others, fostering effective interpersonal interactions and collaboration.
5. Verbal Communication - Capable of conveying information clearly and professionally in spoken English, ensuring mutual understanding in conversations and meetings.
6. Active Listening - Attentively listens to others, accurately interprets messages, asks clarifying questions when needed, and responds thoughtfully without interrupting.
7. Reading Comprehension - Understands and interprets written materials such as legal documents, policies, and correspondence with accuracy and insight.

ABILITIES
1. Problem Sensitivity - Recognizes when issues arise or are likely to occur, enabling early identification of potential problems before they escalate and contributes to solving problems.
2. Selective Attention - Maintains focus and concentration on tasks over extended periods, even in environments with frequent distractions.
3. Deductive Reasoning - Applies general principles to specific situations to arrive at logical and practical conclusions.
4. Attention to Detail - Carefully reviews information, identifies cause-and-effect relationships, and ensures accuracy in all aspects of work.
5. Confidentiality - Consistently handles sensitive information with discretion and integrity, adhering to privacy and legal standards.
6. Team Collaboration - Works cooperatively with colleagues across all levels of the organization, following directions and contributing to shared goals.
7. Adaptability and Flexibility - Adjusts effectively to changing priorities, circumstances, and work environments while maintaining productivity and professionalism.

Physical Requirements:
1. Speech Recognition/Clarity - Ability to accurately identify and comprehend spoken language from others in a variety of settings; and ability to speak clearly and audibly to ensure effective verbal communication and understanding.
2. Near Vision - Ability to see and interpret details at close range (within a few feet), including printed and digital materials.
3. Postural Flexibility - May be required to sit or stand for short, intermittent, or extended periods while performing job duties.
4. Use of Equipment and Supplies - May be required to operate various office tools and devices, including pens, pencils, desk/mobile phones, and computer keyboards.
5. Lifting Requirements - May be required to lift and carry objects weighing up to 20 pounds as part of routine job responsibilities.

Required Certifications/Licensures: 

Required Education: High School Diploma or Equivalent

Major (if required: 

Required Experience: High school diploma or equivalent and two (2) years of clerical/administrative experience in a legal office environment.

--OR—

Associate’s Degree and up to two (2) years of clerical/administrative experience in a legal office environment.

Preferred Qualifications: 

1. Work experience in an academic institution.
2. Experience with document management software systems.

Is this a safety sensitive position? No  

Background Screening Required?  Yes  

Pre-Employment Conditions: 

Sensitivity Disclaimer: Nova Southeastern University is in full compliance with the Americans with Disabilities Act (ADA) and does not discriminate with regard to applicants or employees with disabilities and will make reasonable accommodation when necessary.

NSU considers applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status or any other legally protected status.