Nova Southeastern University is hiring: Legal Secretary I - 992049 in Town of Fl

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:

1. Knowledge – Clerical Operations: 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. Knowledge – Customer and Client Service: Understanding of customer service principles, needs assessment, service quality standards, and evaluating client satisfaction and responsiveness.
3. Knowledge – English Language Proficiency: Strong command of English grammar, spelling, punctuation, and composition for clear communication.
4. Knowledge – Technology and Software: Advanced proficiency in Microsoft Office Suite; skilled in database management, data entry, and internet navigation; ability to learn new software platforms.
5. Skills – Service Orientation: Proactive and flexible in providing support, with initiative and attention to detail.
6. Skills – Judgment and Decision-Making: Sound reasoning, confidentiality, and appropriate action in evaluating options.
7. Skills – Time Management: Reliable, punctual, capable of handling a fast-paced environment supporting multiple attorneys.
8. Skills – Social Perceptiveness: Recognizes others’ needs and facilitates collaboration.
9. Skills – Verbal Communication: Clear and professional spoken English.
10. Skills – Active Listening: Attentive listening, clarifying questions, thoughtful responses.
11. Skills – Reading Comprehension: Interprets legal documents and policies accurately.
12. Abilities – Problem Sensitivity: Identifies issues early and contributes to problem solving.
13. Abilities – Selective Attention: Maintains focus in distracting environments.
14. Abilities – Deductive Reasoning: Applies general principles to specific situations.
15. Abilities – Attention to Detail: Ensures accuracy and understands cause-effect relationships.
16. Abilities – Confidentiality: Handles sensitive information discreetly and lawfully.
17. Abilities – Team Collaboration: Works cooperatively across organization levels.
18. Abilities – Adaptability and Flexibility: Adjusts to changing priorities while maintaining productivity.

Physical Requirements

1. Speech Recognition/Clarity: Ability to identify and comprehend spoken language and communicate clearly.
2. Near Vision: Ability to see and interpret details at close range.
3. Postural Flexibility: May sit or stand for extended periods.
4. Use of Equipment and Supplies: Operate office tools and devices including keyboards and phones.
5. Lifting Requirements: May lift and carry objects up to 20 pounds.

Education, Certifications, and Experience

Required Education: High School Diploma or Equivalent

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.