Senior Legal Secretary
Rutgers University, New Brunswick, NJ, United States
Senior Legal Secretary
Rutgers, The State University of New Jersey is seeking a Senior Legal Secretary for the Office of the Executive Vice President and General Counsel. Provides a wide variety of confidential administrative assistance to the Office of the Executive Vice President and General Counsel. Handles attorney-client privileged and confidential attorney work-product documents, information, and communications.
Overview Rutgers, The State University of New Jersey, is a leading national research university and the State of New Jersey’s preeminent, comprehensive public institution of higher education. As one of the largest employers in the State of New Jersey, Rutgers University is committed not only to the students and the State that we serve, but also to the faculty and staff who work on our campuses. For two consecutive years, Rutgers is ranked on Forbes’ list of America’s Best Large Employers. Rutgers holds #64 of 500 employers and is the #1 New Jersey employer on the publication’s 2023 list. Rutgers’ commitment to its employees includes maintaining and fostering a safe, diverse, and respectful workplace environment, creating employment opportunities for our nation’s military veterans, and ensuring accessibility and accommodation for individuals with disabilities.
Responsibilities
Maintain attorney calendars, schedule appointments, arrange and coordinate logistics for events and meetings, and ensure follow up. Task specific responsibilities may include, but are not limited to: coordinating and scheduling in-person meetings, Zoom and MSTeams meetings, administrative hearings, arbitrations, mediations, witness meetings, deposition preparation meetings and depositions, and arranging for court reporters, as necessary;
Perform routine and as-assigned tasks in electronic systems including document management, e-billing and matter management; travel and expense management; archiving and records management software and database program; create, maintain and organize files electronically and in paper form;
Prepare and track litigation hold notices, indemnification letters, and assist with litigation-related notifications to Risk Management;
Prepare and ensure timely delivery of settlement check requests and payments, and other office-related check requests by utilizing the SciQuest/RUMarketplace system, and other systems as needed; liaise with university administrators to manage the logistics of contract approvals;
Prepare in appropriate form, edit, and assist with filing briefs, position statements, other pleadings, and contracts being handled by in-house attorneys or by outside counsel, as needed;
Prepare travel requests in compliance with office and university travel policies and guidelines, including but not limited to: submitting conference registration forms; booking flights; arranging ground transportation; reserving hotel accommodations; and estimating shuttle, taxi, mileage and toll charges; reconciling travel and related expenses and receipts and submitting in the online travel and expense database for reimbursement;
Update and maintain electronic spreadsheets, and matter management database, in order to produce reports and charts showing active litigation, contracts, and docket of matters for departmental cross-functional practice groups.
Qualifications
Minimum Education: Bachelor’s degree in a related field; or an equivalent combination of education and/or experience.
Minimum Experience: At least two (2) years of relevant experience working in an administrative function.
Required Knowledge, Skills, and Abilities: Proficiency with Microsoft Office software applications including word processing, spreadsheets, and email; online internet searching; ability and adaptability to learn new software applications and procedures.; Ability to set priorities and work under pressure to meet deadlines.; Must maintain a high degree of confidentiality and be able to effectively communicate with clients, attorneys and other professionals.; Must be a self-starter who is detail-oriented, and has strong organizational skills and the ability to work independently with a high degree of accuracy.; Strong verbal and interpersonal communication skills is a must.
Preferred Qualifications
A minimum of seven (7) years of relevant experience working as an Administrative Assistant.
Experience working with attorneys and/or in a legal office or setting.
Experience using document management, e-billing and matter management software.
Software programs and databases: NetDocuments (document management); LexisNexis/CounselLink (e-billing and matter management); SciQuest (RU Marketplace) (Procurement); Concur (travel and expense management); Infolinx (archive and records management).
Benefits
Medical, prescription drug, and dental coverage
Paid vacation, holidays, and various leave programs
Competitive retirement benefits, including defined contribution plans and voluntary tax‑deferred savings options
Employee and dependent educational benefits (when applicable)
Life insurance coverage
Employee discount programs
Employment Type Full Time. Standard Hours: 37.50. Position Status: Full Time. Grade: 04. Terms of Appointment: Staff - 12 month. Position Pension Eligibility: ABP.
Location New Brunswick, NJ. On Campus/ Off Campus.
Posting Details Posting Number: 26ST0240. Opening Date: 02/06/2026.
Required Documents
Resume/CV
Cover Letter/Letter of Application
List of Professional References (contact Info)
Supplemental Questions
* Do you have a Bachelor's degree in a related field; or an equivalent combination of education and/or experience?
Yes
No
* Do you have at least two (2) years of relevant experience working in an administrative function?
Yes
No
Equal Employment Opportunity Statement It is university policy to provide equal employment opportunity to all its employees and applicants for employment regardless of their race, creed, color, national origin, age, ancestry, nationality, marital or domestic partnership or civil union status, sex, pregnancy, gender identity or expression, disability status, liability for military service, protected veteran status, affectional or sexual orientation, atypical cellular or blood trait, genetic information (including the refusal to submit to genetic testing), or any other category protected by law. As an institution, we encourage all qualified applicants to apply. For additional information please see the Non-Discrimination Statement at the following web address: http://uhr.rutgers.edu/non-discrimination-statement
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Overview Rutgers, The State University of New Jersey, is a leading national research university and the State of New Jersey’s preeminent, comprehensive public institution of higher education. As one of the largest employers in the State of New Jersey, Rutgers University is committed not only to the students and the State that we serve, but also to the faculty and staff who work on our campuses. For two consecutive years, Rutgers is ranked on Forbes’ list of America’s Best Large Employers. Rutgers holds #64 of 500 employers and is the #1 New Jersey employer on the publication’s 2023 list. Rutgers’ commitment to its employees includes maintaining and fostering a safe, diverse, and respectful workplace environment, creating employment opportunities for our nation’s military veterans, and ensuring accessibility and accommodation for individuals with disabilities.
Responsibilities
Maintain attorney calendars, schedule appointments, arrange and coordinate logistics for events and meetings, and ensure follow up. Task specific responsibilities may include, but are not limited to: coordinating and scheduling in-person meetings, Zoom and MSTeams meetings, administrative hearings, arbitrations, mediations, witness meetings, deposition preparation meetings and depositions, and arranging for court reporters, as necessary;
Perform routine and as-assigned tasks in electronic systems including document management, e-billing and matter management; travel and expense management; archiving and records management software and database program; create, maintain and organize files electronically and in paper form;
Prepare and track litigation hold notices, indemnification letters, and assist with litigation-related notifications to Risk Management;
Prepare and ensure timely delivery of settlement check requests and payments, and other office-related check requests by utilizing the SciQuest/RUMarketplace system, and other systems as needed; liaise with university administrators to manage the logistics of contract approvals;
Prepare in appropriate form, edit, and assist with filing briefs, position statements, other pleadings, and contracts being handled by in-house attorneys or by outside counsel, as needed;
Prepare travel requests in compliance with office and university travel policies and guidelines, including but not limited to: submitting conference registration forms; booking flights; arranging ground transportation; reserving hotel accommodations; and estimating shuttle, taxi, mileage and toll charges; reconciling travel and related expenses and receipts and submitting in the online travel and expense database for reimbursement;
Update and maintain electronic spreadsheets, and matter management database, in order to produce reports and charts showing active litigation, contracts, and docket of matters for departmental cross-functional practice groups.
Qualifications
Minimum Education: Bachelor’s degree in a related field; or an equivalent combination of education and/or experience.
Minimum Experience: At least two (2) years of relevant experience working in an administrative function.
Required Knowledge, Skills, and Abilities: Proficiency with Microsoft Office software applications including word processing, spreadsheets, and email; online internet searching; ability and adaptability to learn new software applications and procedures.; Ability to set priorities and work under pressure to meet deadlines.; Must maintain a high degree of confidentiality and be able to effectively communicate with clients, attorneys and other professionals.; Must be a self-starter who is detail-oriented, and has strong organizational skills and the ability to work independently with a high degree of accuracy.; Strong verbal and interpersonal communication skills is a must.
Preferred Qualifications
A minimum of seven (7) years of relevant experience working as an Administrative Assistant.
Experience working with attorneys and/or in a legal office or setting.
Experience using document management, e-billing and matter management software.
Software programs and databases: NetDocuments (document management); LexisNexis/CounselLink (e-billing and matter management); SciQuest (RU Marketplace) (Procurement); Concur (travel and expense management); Infolinx (archive and records management).
Benefits
Medical, prescription drug, and dental coverage
Paid vacation, holidays, and various leave programs
Competitive retirement benefits, including defined contribution plans and voluntary tax‑deferred savings options
Employee and dependent educational benefits (when applicable)
Life insurance coverage
Employee discount programs
Employment Type Full Time. Standard Hours: 37.50. Position Status: Full Time. Grade: 04. Terms of Appointment: Staff - 12 month. Position Pension Eligibility: ABP.
Location New Brunswick, NJ. On Campus/ Off Campus.
Posting Details Posting Number: 26ST0240. Opening Date: 02/06/2026.
Required Documents
Resume/CV
Cover Letter/Letter of Application
List of Professional References (contact Info)
Supplemental Questions
* Do you have a Bachelor's degree in a related field; or an equivalent combination of education and/or experience?
Yes
No
* Do you have at least two (2) years of relevant experience working in an administrative function?
Yes
No
Equal Employment Opportunity Statement It is university policy to provide equal employment opportunity to all its employees and applicants for employment regardless of their race, creed, color, national origin, age, ancestry, nationality, marital or domestic partnership or civil union status, sex, pregnancy, gender identity or expression, disability status, liability for military service, protected veteran status, affectional or sexual orientation, atypical cellular or blood trait, genetic information (including the refusal to submit to genetic testing), or any other category protected by law. As an institution, we encourage all qualified applicants to apply. For additional information please see the Non-Discrimination Statement at the following web address: http://uhr.rutgers.edu/non-discrimination-statement
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