Information Management Special Projects Supervisor

We invite you to review our current professional staff openings to learn about the opportunities available across the firm.

About Us

Skadden, Arps, Slate, Meagher & Flom LLP (Skadden) has forged a reputation as one of the most prestigious law firms in the world. By relying on innovation, intellect, teamwork and tenacity, our lawyers deliver the highest quality advice and novel solutions to our clients’ legal issues. We are recognized as a global powerhouse for complex transactions, litigation/controversy issues, and regulatory matters, as well as for the open, collaborative relationships we build with clients. Our attorneys, who reflect diverse backgrounds and perspectives, collaborate seamlessly across 50-plus practices and 21 offices in the world’s major financial centers.

The Opportunity

We are seeking an Information Management Special Projects Supervisor to join our firm. This individual will oversee special projects related to the Firm Records Management processes, specifically related to destruction and client file transfers. They will manage Firm/client records proactively and substantively participates in all aspects of the entire records lifecycle, from label creation to offsite storage for both paper and digital media. This individual will act as a key resource and liaison for the Firm’s attorneys, clients, and staff, offering advice, instruction, and guidance when necessary and always ensuring compliance. They will utilize various technology applications to effectively manage Firm/client records and information proactively. Additionally, they are responsible for providing guidance, direction, mentorship, and instruction to other Information Management and Records staff related to Records Management initiatives.

• Coordinates client file requests; involving IT, General Counsel’s office, and others as needed.
• Coordinates data/file destruction requests related to protective orders, confidentiality agreements, and other client-specific obligations.
• Prepares reports and summaries through data manipulation and analysis in Excel using formulas, pivots, and other advanced functions.
• Analyzes reports and data patterns to identify duplicative records and/or data anomalies, such as missing, incorrect, incomplete, and inaccurate entries found in the Firm’s Records Management Systems.
• Ensure the accuracy and integrity of the data stored within the Firm’s Records Management Systems by updating and maintaining pertinent identifying information related to physical project files.
• Performs searches in the Firm’s databases and Records Management Systems to locate and retrieve onsite and off-site Firm records.
• Prepares electronic media for digital archival and retrieval.
• Reconciles offsite box vendor reports against the Firm’s records.
• Researches and reconciles issues through analysis of historical data, review of email chains, and interviewing case teams and other department members.
• Participates in the development of workflows to efficiently process large volumes of file containers.
• Coordinates with other offices for file retrieval/archival/destruction, as necessary.
• Coordinates attorney departure file and email reviews; overseeing data file transfer when applicable.
• Reconciles files of terminating legal assistants.
• Coordinates case room work and special records departmental projects.
• Acts as a representative for the department ensuring that file keeping best practices are followed.
• Communicates department and Firm best practices to partners, attorneys, and staff.
• Assists in design and preparation of training materials and provides training to team, other professional staff and attorneys.
• Assists in implementing and administering retention and quality control programs.
• Assists management in determining need for change, and in developing and implementing the same.
• Identifies and communicates with management the need for staff training/coaching.
• Monitors weekend and after-hours projects, assisting where necessary to meet deadlines.
• Demonstrates effective interpersonal, written, and verbal communication skills to facilitate effective work relationships with others.
• Maintains a complete understanding of the Firm’s records management processes, best practices, and systems.
• Manages Firm resources responsibly.
• Complies with and understands Firm operation, policies, and procedures.
• Performs other related duties as assigned.

Qualifications

• Knowledge of Firm operation, policies, and procedures.
• Knowledge of relevant Firm computer software programs (e.g., Outlook, Excel, PowerPoint), with the ability to learn new software and operating systems.
• Knowledge of database searching syntax and logic, familiarity keyword and term searching.
• Knowledge of text and PST file types.
• Ability to manipulate data using Excel advanced functions.
• Familiarity with productivity tools used for file transfers and copies (FTP), file compression (RAR and ZIP) and encryption (TrueCrypt).
• Ability to use Windows commands to move, copy, and zip files for FTP posting or saving to media.
• Demonstrates ability to organize, execute, and track tasks and timelines to ensure project progress.
• Ability to read, interpret, and follow instructions.
• Ability to delegate work effectively.
• Demonstrates effective interpersonal and communication skills, both verbally and in writing.
• Excellent communications skills needed – ability to describe complex technical concepts and ideas in non-technical terms.
• Demonstrates close attention to detail.
• Ability to work well in a demanding and fast-paced environment.
• Ability to handle multiple projects and shifting priorities.
• Ability to organize and prioritize work.
• Ability to handle sensitive matters and maintain confidentiality.
• Ability to work well independently as well as effectively within a team.
• Ability to exert moderate to high physical effort.
• Flexibility to adjust hours and work the hours necessary to meet operating and business needs.

Education and Experience

• Bachelor’s degree
• Minimum of five years law firm or related experience in a professional services environment
• Strong demonstrated leadership experience

Culture & Life at Skadden

What makes Skadden special is our people and the culture, community and spirit of collaboration we have created. We believe in teamwork and inspiring each other to be our best in an atmosphere that promotes professionalism and excellence in all that we do. We know that inclusion, equity and drawing on the strength of a wide spectrum of diverse talent only make us better and is vital to the firm’s success. Our goal is for everyone at the firm to enjoy a challenging career with opportunities for development and growth and to support the well-being of our attorneys and business services professionals.

Benefits

The overall well-being of our team is important to us. We offer generous benefits to help you achieve wellness in all areas of your life. 

• Competitive salaries and year-end discretionary bonuses.
• Comprehensive health care (medical, dental, vision), savings plan/401(k) and voluntary benefits.
• Generous paid time off.
• Paid leave options, including parental.
• In-classroom, remote, and on-demand learning and professional development opportunities.
• Robust well-being classes and programs.
• Opportunities to give back and make an impact in local communities.

For further details, please visit: https://www.skadden.com/careers/staff/employee-benefits

The starting base salary for this position is expected to be within the range listed under Salary Details. Actual salary will be determined based on skills, experience (to the extent relevant) and other-job related factors, consistent with applicable law.

Salary Details

$105,000 – $115,000

EEO Statement

Skadden is an Equal Opportunity Employer. It adheres to an equal employment opportunity policy that prohibits discriminatory practices or harassment against applicants or employees based on any legally impermissible factor including, but not necessarily limited to, race, color, religion, creed, sex, national origin, ancestry, age, alienage or citizenship status, marital or familial status, domestic partnership status, caregiver status, sexual orientation, gender, gender identity or expression, change of sex or transgender status, genetic information, medical condition, pregnancy, childbirth or related medical conditions, sexual and reproductive health decisions, disability, any protected military or veteran status, or status as a victim of domestic or dating violence, sexual assault or offense, or stalking.

Applicants who require an accommodation during the application process should contact Winnie Feng at (212) 735-3037.

Skadden EEO and Affirmative Action Policy

Skadden EEO and Affirmative Action Policy

Applicants Have Rights Under Federal Employment Law

Applicants Have Rights Under Federal Employment Law

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