Administrative Assistant – Legal

Company Overview

Shriners Children’s is an organization that respects, supports, and values each other. Named as the 2025 best mid-sized employer by Forbes, we are engaged in providing excellence in patient care, embracing multi-disciplinary education, and research with global impact. We foster a learning environment that values evidenced based practice, experience, innovation, and critical thinking. Our compassion, integrity, accountability, and resilience define us as leaders in pediatric specialty care for our children and their families.

All employees are eligible for medical coverage on their first day! In addition, upon hire all employees are eligible for a 403(b) and Roth 403 (b) Retirement Saving Plan with matching contributions of up to 6% after one year of service. Employees in a FT or PT status (40+ hours per pay period) will also be eligible for paid time off, life insurance, short term and long-term disability and the Flexible Spending Account (FSA) plans and a Health Savings Account (HSA) if a High Deductible Health Plan (HDHP) is elected. Additional benefits available to FT and PT employees include tuition reimbursement, home & auto, hospitalization, critical illness, pet insurance and much more! Coverage is available to employees and their qualified dependents in accordance with the plans. Benefits may vary based on state law.

Job Overview

Performs all administrative and secretarial duties directly supporting Healthcare and Research Attorney(s) and Paralegal(s) in the Legal Department. Assists in the day-to-day Hospital legal services in a highly dynamic environment. Often called upon to handle sensitive information with professionalism and integrity. Duties include, but are not limited to:

• Oversight of contract management systems, including monitoring user access, establishing contract records, and closing contract workflows
• Tracking and version control of complex contracts and documents, final review of documents prior to signature, and managing the signature process
• General secretarial skills, including creating new files in Legal Department’s practice management system, electronic filing, and other general secretarial duties, and
• Supporting the Vice President of Legal in producing reports for system executives and Board members.

Key attributes include, but are not limited to:

• Demonstrated willingness and ability to be flexible function as a team player
• Ability to multitask and prioritize assignments to meet time deadlines in a corporate legal department with a high volume workload
• Ability to accurately and efficiently input and manage data within the Legal Department’s contract management systems, including workflow and document management
• An understanding of and commitment to the unique confidentiality and privilege requirements of the Legal Department.
• Courteous and professional communication skills in dealing with all internal and external contacts with the Legal Department, including Board Members/ corporate officers, Headquarters Staff, Hospital personnel, and outside counsel.

This is a local hybrid position. After a training period, this position is eligible for several days of remote work each week.

Responsibilities

Administrative Support for Paralegals

• Provides administrative support to group paralegals as time permits. Prepares form letters, document review prior to signature, file maintenance as directed. – 10%

Communication

• Answers inquiries from healthcare facilities regarding a variety of different issues, including, but not limited to, contract management database, contract status, reassignment agreements, and other issues that may arise within the Legal Department. – 5%

Data Entry

• Responsible for proper entry and updating various types of information in Department’s contract management database, including managing contract workflows and user access. Ensures invoices for service fees and costs for outside counsel and other vendors are accurately reviewed, processed , tracked and records updated. Enters meetings and conferences into Attorneys’ calendars and database as appropriate. Enters, tracks and follows up relative to established deadlines. Manages reimbursement requests for conferences and other approved travel. Manages licensure renewals and continuing legal education credits for Attorneys. – 10%

Filing/File Maintenance

• Places documents in chronological order in digital contract management systems. Establish electronic files, creates and maintains working files on various subject matters and/or subcommittees in which Attorney(s) may participate. Prepares, maintains, and updates various reports. – 20%

Other

• Coordinates and arranges all necessary travel arrangements for Attorney, and arranges meetings when required. Prepares agendas and reports; provides assistance to Attorney and paralegal(s) upon request. Gathers and distributes general information as required. – 5%

This is not an all-inclusive list of this job’s responsibilities. The incumbent may be required to perform other related duties and participate in special projects as assigned.

Qualifications

Minimum:

• 4 years of legal administrative assistant experience in a high volume legal practice
• 4 years of contracts and transactional legal work experience
• High School Diploma/GED

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