Job Title: Senior Executive Assistant to the Vice President & General Counsel/Assistant Board Secretary
Classification: Professional
Division: Office of the General Counsel
Department: Office of the President
Reports To: Vice President, General Counsel, Secretary to the Board of Trustees
FLSA Status: Salaried, Exempt
JOB SUMMARY The Senior Executive Assistant to the Vice President & General Counsel is a key member of the Office of General Counsel (OGC) team, providing legal administrative, research, and technical support within the Office of General Counsel. The incumbent oversees the office’s case management system, assists with the maintenance of the office’s web‑based resources, conducts legal research, responds to subpoenas and record requests, and provides direct support for the litigation and immigration practice areas (when necessary). The Assistant Secretary to the Board of Trustees reports to the General Counsel and Board Secretary. This position will provide all manner of executive level administrative and logistical support to the Board Secretary and Chair of the Board of Trustees. This includes but is not limited to coordinating meetings and Trustee communications, record‑keeping, maintaining calendars, and making travel arrangements.
ESSENTIAL DUTIES & RESPONSIBILITIES
Administer electronic case management and document systems; monitor case resolution and serve as point of contact for status inquiries from campus clients.
Design and organize record‑keeping systems and ensure maintenance of legal opinion files, litigation files, subject files, and legal publications.
Maintain web‑based resources, including the Office of General Counsel homepage and the university’s policy library.
Assist with factual investigations and provide support for discovery activities; organize case files. Prepare materials in connection with immigration petitions (when and if necessary) and regulatory compliance matters.
Perform legal research on a variety of legal issues to include gathering of sources such as statutes, ordinances, court decisions, legal documents, institutional policies, templates, and articles for use in preparing legal documents and as a basis for answering requests for legal opinions. Conduct research through Westlaw and/or Lexis Nexis, the Internet, or other resources; monitor legislative and regulatory activity at the state and federal level.
Create and compose legal documents, letters, reports, memos, agenda items, graphs, charts, presentations, and e‑mails; independently answer correspondence not requiring review by the General Counsel; interpret and explain policies consistent with accepted interpretation. Manage Lincoln University’s policy website and the policy approval process through the level of the Board of Trustees. Employee will also create efficiencies within the policy approval process.
Coordinate the receipt and institutional response to subpoenas and record requests. Manage and maintain Lincoln University’s public records website and be responsible for managing and coordinating the response for public records. Maintain and respond to inquiries regarding university deeds and easements.
Responsible for records management and the destruction or digitization of all records in the Office of General Counsel.
Assist with trademark management and provide assistance with copyright work involving general licensing matters.
Provide general office management for the Office of the General Counsel and act as a front‑end interface with clients, staff, and attorneys for the purposes of screening calls and/or summarizing communications between outside parties and the OGC team.
Schedule witnesses and the organization of supporting documents, exhibits, and evidence in complex litigation.
Oversee the office budget. Develop a plan for the reduction of unnecessary and frivolous spending to right‑size the office budget.
Oversee the flow of policies, appeals, and legal documents from the Office of the President.
Participate in committee meetings and in special projects. Recommend methods for improvement of office procedures or workflow and initiate approved suggestions; ensure confidentiality and security of office facilities, equipment, and records.
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Classification: Professional
Division: Office of the General Counsel
Department: Office of the President
Reports To: Vice President, General Counsel, Secretary to the Board of Trustees
FLSA Status: Salaried, Exempt
JOB SUMMARY The Senior Executive Assistant to the Vice President & General Counsel is a key member of the Office of General Counsel (OGC) team, providing legal administrative, research, and technical support within the Office of General Counsel. The incumbent oversees the office’s case management system, assists with the maintenance of the office’s web‑based resources, conducts legal research, responds to subpoenas and record requests, and provides direct support for the litigation and immigration practice areas (when necessary). The Assistant Secretary to the Board of Trustees reports to the General Counsel and Board Secretary. This position will provide all manner of executive level administrative and logistical support to the Board Secretary and Chair of the Board of Trustees. This includes but is not limited to coordinating meetings and Trustee communications, record‑keeping, maintaining calendars, and making travel arrangements.
ESSENTIAL DUTIES & RESPONSIBILITIES
Administer electronic case management and document systems; monitor case resolution and serve as point of contact for status inquiries from campus clients.
Design and organize record‑keeping systems and ensure maintenance of legal opinion files, litigation files, subject files, and legal publications.
Maintain web‑based resources, including the Office of General Counsel homepage and the university’s policy library.
Assist with factual investigations and provide support for discovery activities; organize case files. Prepare materials in connection with immigration petitions (when and if necessary) and regulatory compliance matters.
Perform legal research on a variety of legal issues to include gathering of sources such as statutes, ordinances, court decisions, legal documents, institutional policies, templates, and articles for use in preparing legal documents and as a basis for answering requests for legal opinions. Conduct research through Westlaw and/or Lexis Nexis, the Internet, or other resources; monitor legislative and regulatory activity at the state and federal level.
Create and compose legal documents, letters, reports, memos, agenda items, graphs, charts, presentations, and e‑mails; independently answer correspondence not requiring review by the General Counsel; interpret and explain policies consistent with accepted interpretation. Manage Lincoln University’s policy website and the policy approval process through the level of the Board of Trustees. Employee will also create efficiencies within the policy approval process.
Coordinate the receipt and institutional response to subpoenas and record requests. Manage and maintain Lincoln University’s public records website and be responsible for managing and coordinating the response for public records. Maintain and respond to inquiries regarding university deeds and easements.
Responsible for records management and the destruction or digitization of all records in the Office of General Counsel.
Assist with trademark management and provide assistance with copyright work involving general licensing matters.
Provide general office management for the Office of the General Counsel and act as a front‑end interface with clients, staff, and attorneys for the purposes of screening calls and/or summarizing communications between outside parties and the OGC team.
Schedule witnesses and the organization of supporting documents, exhibits, and evidence in complex litigation.
Oversee the office budget. Develop a plan for the reduction of unnecessary and frivolous spending to right‑size the office budget.
Oversee the flow of policies, appeals, and legal documents from the Office of the President.
Participate in committee meetings and in special projects. Recommend methods for improvement of office procedures or workflow and initiate approved suggestions; ensure confidentiality and security of office facilities, equipment, and records.
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