LEGAL SUPPORT SPECIALIST ADMINISTRATOR, LITIGATION

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Position Base: Oakland
Location: UCOP - Franklin Building

UC OFFICE OF THE PRESIDENT

At the University of California (UC), your contributions make a difference. A world leader producing Nobel and Pulitzer Prize recipients with over 150 years of groundbreaking research transforming the world. Choose a career where you can leverage your knowledge, skills and aspirations to inspire and support some of the greatest minds in the world, and those who will follow in their footsteps. Working at the University of California is being part of a unique institution, and a vibrant and diverse community. At the University of California, Office of the President, we propel our mission through impactful work locally, in government centers and systemwide. We are passionate people, serving the greater good.

The University of California, one of the largest and most acclaimed institutions of higher learning in the world, is dedicated to excellence in teaching, research and public service. The University of California Office of the President is the headquarters to the 10 campuses, six academic medical centers and three national laboratories and enrolls premier students from California, the nation and the world. Learn more about the UC Office of the President

DEPARTMENT OVERVIEW

UC Legal delivers ethical, timely, efficient, and high-quality legal services to the University of California ten campuses, five medical centers, and the Lawrence Berkeley National Laboratory, as well as to the Board of Regents, the President, the Chancellors, and other officers of the University. Its services include prosecuting and defending litigation, drafting, and negotiating agreements, providing advice, counsel and interpretation of laws, regulations, and policies, and assisting with development of effective compliance and risk mitigation strategies to facilitate the University's complex operations.

POSITION SUMMARY

The Legal Support Specialist Administrator, Litigation works primarily independently and provides UC Legal-wide administrative litigation and other practice group support for legal practice groups. Responsible for systemwide litigation intake including distribution, complaint summary review and creation, subpoena processing, etc. Collaborates with paralegals, other legal support specialists, attorneys, and litigation and e-discovery support staff to complete and manage incoming client related legal projects and assignments. Provides back up for Legal Operations Specialist Administrator, Litigation teammate(s) entering new matters and maintaining data integrity for reporting and litigation audits, etc. Communicates and establishes processes and procedures related to proper information management; corrects errors, trains others and leads operational and / or procedural assignments that require the exercise of considerable discretion and independent judgment related to important UC Legal related activities and attorney work product. Also may communicate with clients at campus locations to maintain data integrity of matter management system and trains and communicates proactively with staff and attorneys re same. Tasks involve the handling of confidential information related to litigation practice and other legal practice teams as needed. The LSS Litigation Administrator must understand the implications of their work and make recommendations for improvements. Works on operational and/or procedural assignments that are strategic in nature, with advanced difficulty, requiring the exercise of considerable discretion and independent judgment. May provide back-up assistance for other legal functions as needed.

Responsibilities

• 30% Acts as primary maintaining UC Legal data integrity in matter management systems by:
  • Coordinating and executing all steps of the matter and file opening and closing processes in the software.
  • Scanning and uploading documents into the document management system.
  • Developing forms and processes to streamline procedures and tasks.
  • Performs data validation, auditing and reconciliation for litigation Risk matters and all Core matters at the direction of Sr. Managing Counsel.
  • Determines methods and procedures on new assignments.
  • Applies somewhat complex Excel formulas, pivot tables, and similar functions for reports. Compiles and assembles disparate spreadsheets using subject-matter knowledge of the material to ensure data results are consistent with the nature of the data. Acts as primary in managing UC Legal's outside counsel requests for adds/deletes/hourly rate increases. Requests approvals for Quovant and billing matters.
• 20% Backs up as secondary the management and production of legal cause of action summaries for every UC systemwide litigation matter received. Thoroughly reads/reviews each incoming pleading (including agency and private party complaints) served on The Regents and other systemwide parties. Logs, processes and distributes the Cause of Action summary once complete for each matter. Adds associated documents to systems for attorney monitor review and approval. Communicates any issues with attorneys systemwide. Distributes "litigation summary package" to all stakeholders once complete. Manages subpoena process, logging, systemwide contact and distribution. Updates individual matters in client/matter system and document management folders with prepared summaries, information, and associated documents. Responds to "Intent to Sue" letters from potential outside litigants by drafting the Notice of Acknowledgement ("NOA") and accompanying proofs of service. Logs, distributes, emails same to opposing counsel, and internal stakeholders and adds documents to matter in client/matter system.
• 20% Completes incoming client related legal projects and assignments especially related to litigation, e-discovery, electronic file management, conversions, etc. Proactively communicates in writing, via video conference, telephone and in person with manager and executive stakeholders on a frequent basis to complete sensitive and timely issues, priorities, protocols, projects, etc. Applies specialized office software that includes NetFile, NetDocuments, CounselLink, Access, Filemaker Pro, or similar programs. Uses knowledge and experience with work processes and systems to identify, develop, and recommend ways to streamline or improve them. Trains and communicates with UC Legal team members on any changes and best practices. Supports onsite service of process for UC systemwide at Oakland location as needed. Scans incoming SOP, routes to all designated parties with proper communication, and ensures logging and distribution in accordance with policy.
• 20% Maintains data integrity in matter management system by:
  • Coordinating and executing all steps of the matter and file opening and closing processes in the software.
  • Scanning and uploading documents into the document management system.
  • Developing forms and processes to streamline procedures and tasks.
  • Performs data validation and reconciliation.
  • Determines methods and procedures on new assignments.
  • Uses knowledge and experience with work processes and systems to identify, develop, and recommend ways to streamline or improve them. Trains UC Legal team members on changes and best practices.
• 10% Prepares correspondence and other written materials for department management requiring specialized knowledge of litigation subject matter. Drafts, edits and proofreads written materials for content and consistency.

Experience:

• Minimum of 5 years of Litigation Legal Operations practice support for public agencies or private firms required.

Required Qualifications

• Thorough knowledge of administrative procedures and processes including word processing, spreadsheet and database applications.
• Strong verbal and written communication skills, active listening, critical thinking, multi-tasking and time management skills.
• Experience managing sensitive and confidential information.
• Interpersonal and work leadership skills to provide guidance to other team members.
• Familiar with or able to learn basic legal terminology, definitions and numerous codes and abbreviations.
• Excellent attention to detail.

Preferred Qualifications

• Data entry, management, and reporting experience.
• Experience working on highly detailed tasks with executives involving information that is confidential and subject to attorney-client and work product privilege.

Education

• Associate degree in related area and/or equivalent experience/training required.

SPECIAL CONDITIONS

Travel Requirements: No business travel required

This position has been approved for a hybrid work arrangement. A new hire will be required to report to work onsite in Oakland, CA at least 2 days per week (currently Tuesday and Wednesday). Remote candidates residing in or willing to relocate to California may be considered.

SALARY AND BENEFITS

Job Title: Legal Support Specialist 3
Job Code: 007382
Salary Grade: Grade 19

Payscale: $35.92 - $41.18/hour (approximately $75,000 - $86,000 annual), commensurate with experience

The University of California, Office of the President, is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.

Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging

ADDITIONAL INFORMATION

HOW TO APPLY

Please be prepared to attach a cover letter and resume with your application.

APPLICATION REVIEW DATE

The first review date for this job is August 28, 2025. The position will be open until filled.

CONDITIONS OF EMPLOYMENT

Background Check Process: Successful completion of a background check is required for this critical position. Background check process at UCOP

Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. UC Smoke & Tobacco Free Policy

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs, as may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

As a condition of employment, the finalist will be required to disclose if they are subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct, are currently being investigated for misconduct, left a position during an investigation for alleged misconduct, or have filed an appeal with a previous employer.

• "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer.
  • UC Sexual Violence and Sexual Harassment Policy
  • UC Anti-Discrimination Policy for Employees, Students and Third Parties
  • APM - 035: Affirmative Action and Nondiscrimination in Employment

EEO STATEMENT

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

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