Legal Secretary I - 992049 Job at Nova Southeastern University in Fort Lauderdal

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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.

Overview

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

• Maintains and manages the executive attorney’s calendar, including scheduling, rescheduling, and prioritizing meetings, deadlines, and travel to ensure optimal time management.
• Communicates with university administrators and personnel both within and outside the university, exercising sound judgment and discretion in all interactions.
• 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.
• Edits, proofreads, and formats legal correspondence and documents.
• Organizes and maintains legal matter files, ensuring proper management of both physical and digital records.
• Facilitates the delivery of legal correspondence via mail, fax, email, or courier services, as appropriate.
• Reviews, formats and processes legal agreements with attention-to-detail, preparing them for final attorney review and approval.
• Assists in preparing and verifying legal templates, checking for completeness, accuracy, and correct legal entity names.
• Produces photocopies and digital scans of legal documents and correspondence to support attorneys and ensure compliance with university retention policies.
• Gathers and compiles information from various university departments to support the drafting and review of legal agreements.
• Inputs and verifies data in NSU-specific legal software systems while overseeing the document submission process.
• Conducts public record and internal database searches, submitting relevant findings to attorneys for new matter setup.
• Prepares and submits reimbursement documentation for approved legal team expenses, including CLEs, bar dues, and other professional activities and memberships.
• Completes special projects as assigned.
• Performs other duties as assigned or required.

Required Knowledge, Skills, & Abilities

• Knowledge
  • Clerical Operations - Demonstrated 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.
  • Customer and Client Service - Understanding of customer service principles, needs assessment, service quality standards, and evaluating client satisfaction.
  • English Language Proficiency - Strong command of English grammar, spelling, punctuation, and professional communication.
  • Technology and Software Expertise - Proficiency in Microsoft Office Suite; experience with databases, data entry, and document management systems; ability to learn new software quickly.
• Skills
  • Service Orientation - Proactive, flexible, detail-oriented in providing support.
  • Judgment and Decision-Making - Sound reasoning, confidentiality in handling sensitive information.
  • Time Management - Able to manage schedules in a fast-paced environment supporting multiple attorneys.
  • Social Perceptiveness - Interpret and respond to others’ needs to collaborate effectively.
  • Verbal Communication - Clear and professional spoken English.
  • Active Listening - Attentive, clarifying questions when needed.
  • Reading Comprehension - Interprets legal documents and policies accurately.
• Abilities
  • Problem Sensitivity, Selective Attention, Deductive Reasoning, Attention to Detail, Confidentiality, Team Collaboration, Adaptability and Flexibility.

Physical Requirements

• Speech Recognition/Clarity - Clear spoken language for effective communication.
• Near Vision - Detail-oriented for reading printed and digital materials.
• Postural Flexibility - Ability to sit or stand for varying periods.
• Use of Equipment and Supplies - Operate standard office equipment and keyboards.
• Lifting Requirements - Up to 20 pounds as part of routine duties.

Education 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 with up to two (2) years of clerical/administrative experience in a legal office environment.

Preferred Qualifications

• Work experience in an academic institution.
• Experience with document management software systems.

Other

• Is this a safety sensitive position? No
• Background Screening Required? Yes
• Pre-Employment Conditions
• Sensitivity Disclaimer: NSU complies with the ADA and provides reasonable accommodations.

Job Details

• Seniority level: Entry level
• Employment type: Full-time
• Job function: Legal
• Industries: Higher Education

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.

Notes

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