The Administrative Services Coordinator is the functional manager responsible for the provision of general administrative and clerical support to the firm.  He reports to the Business Manager.

The Administrative Services Coordinator reports to the Business Manager, who also evaluates his performance.

This is a full-time position.

Principal responsibilities

•               Manage and deliver document preparation, word processing, and general secretarial services to the firm’s lawyers and managers.

•               As the respective positions are filled in 2009-2010 CE, manage and supervise the members of the Administrative Services Team.

•               As directed by the Business Manager, provide assistance and support in the administration of the firm’s human resources management policies and procedures.

•               Supervise the administration, by the Records Manager, of the firm’s central administrative and client files.

•               Supervise the Records Manager in the administration of the firm’s conflicts management system.

•               Maintain the firm’s central calendar of appointments, hearing dates, and deadlines.

•               With the guidance and assistance of the Business Manager, monitor administrative expenses against operating budget items attributable to the Administrative Services Team.

•               Periodically conduct informal service satisfaction surveys and interviews among the internal customers of the Administrative Services Team within the firm; and propose to the Business Manager any actions needed to respond to the results.

•               Recommend to the Business Manager any improvements to staffing levels or distribution, internal office policies and procedures, and the provision of administrative services to internal customers within the firm.

•               Provide individual assistance and on-the-job training in office procedures and computer applications to members of the Administrative Services Team.

•               Provide backup support to the Facilities Team and Finance Team to cover shortages in available staffing or surges in workload, as directed by the Business Manager.

•               Perform other administrative tasks and functions as assigned by the Business Manager or the Managing Partner.

Required education and experience

A fully-qualified occupant of this position possesses these educational and experience credentials:

•               At least eight years successful experience as a secretary or administrative employee responsible for the completion of responsibilities similar to those required by this position; or

•               At least five years successful experience in a law firm as a secretary or administrative employee responsible for the completion of responsibilities similar to required by this position

Required skills and competencies

To perform the responsibilities of this position at a satisfactory level, the Administrative Services Coordinator must demonstrate mastery of these business skills and competencies on a regular, frequent basis:

•               A demonstrated understanding of and unreserved commitment to the firm’s expectations for personal integrity, professional ethics, commitment to excellence, diligence, and dedication to the clients

•               An ability to explain the firm’s policies and procedures to members of the Administrative Services Team, and to persuade their compliance and cooperation

•               Proficiency in applications such as the Microsoft Office™ sufficient to supervise the production of complex documents and to provide individual assistance and on-the-job training to the Administrative Services Team

•               Proficiency in English sufficient to conduct business-related conversations with English-speaking clients and visitors to the firm, both in person and on the telephone

•               The ability to remain calm, organized, and goal-focused in the face of conflicting priorities

•               A willingness and the ability to train others in basic office procedures and skills

•               Time management and work management skills sufficient to meet reasonable deadlines for the completion of assigned tasks