Basic Function: This position is primarily responsible for administering the national office contracts database and Office of Legal Affairs electronic, non-litigation files (through Sharepoint). In addition, the position shall provide necessary support to the general counsel/managing director of legal affairs and one of three directors of legal affairs in order to accomplish the work of legal operations in an efficient and effective manner.
Duties and Responsibilities:
1. Daily responsibility for the NCAA’s contracts database and contract review process (through Sharepoint). Serve as on-going resource on contract database questions and training of new employees, and assist with document retention policy development and enforcement.
2. Answer all telephone calls/inquiries to counsel, routing each as necessary, taking messages or providing information requested.
3. Open, date stamp and prioritize mail, routing as appropriate. Maintain counsel contract, correspondence and electronic files.
4. Draft, edit and type in conformance with NCAA writing style routine correspondence sent by counsel. Type all other correspondence (e.g., contracts, agreements and speaking outlines, etc.).
5. Responsibility to organize general counsel advisory board meetings (up to quarterly).
6. Schedule meetings and maintain the calendar of counsel, exercising judgment on setting priorities for the effective use of time.
7. Make travel arrangements and accommodations for counsel through in-house travel agency.
8. Prepare expense reports for counsel. Prepare check requests for miscellaneous expenses of counsel.
9. Review outside attorney invoices as necessary and prepare check requests in a timely manner.
10. Provide back-up support to other members of the legal and support team, including special projects as assigned.
1. Experience with document management databases, particularly Sharepoint.
2. Above average computer and technology proficiency required and ability to maintain same through internal training.
3. Excellent typing, grammatical and composition skills.
4. Ability to communicate professionally and effectively, both orally and in writing.
5. Discretion, sensitivity and tact in handling internal and external confidential matters.
6. Ability to establish and meet deadlines and to work independently, as well as the ability to work on a team.
7. Ability to problem-solve with minimal supervision after initial guidance.
8. Ability to prioritize multiple concurrent projects and tasks.
9. Willingness to learn NCAA structure and programs.
10. Post-high school training and education as an administrative assistant or legal assistant.
1. College degree desirable.
2. Prior experience in a legal office environment.
National office clients; outside legal firms; members of the bar; the general public; and NCAA membership.