Legal Operations Specialist at Institute of Electrical and Electronics Engineers, Inc. in New York, New York

Job Description:

Job Summary

The Legal Operations Specialist (the "Specialist") is primarily responsible for managing the enterprise-wide contract management system ("CMS") and provides operational and administrative support for legal technology systems, including e-billing and matter management. The goal will be to drive key technological initiatives for the Legal & Compliance Department ("L&C") and to effectively oversee the implementation, enhancement, and maintenance of technology systems that will optimize efficiency and improve knowledge management capabilities. The Specialist will serve as the project manager for all of L&C technology and strategic initiatives, including but not limited to, the contract management system ("CMS"), the matter management system ("MMS"), and the regulatory management system (Visual Compliance). In addition, the Specialist will partner with the IT team to identify, implement, and optimize applications and tools and enhance automation capabilities. Furthermore, the Specialist will lead operational improvement efforts based on process metrics and feedback from stakeholders by serving as the main interface with the embedded enterprise-wide IT team.

The Specialist will be responsible for leading L&C legal operations strategy development, implementation, and work system design, including the development and management of work system architecture, structure, processes, metrics, and the optimization of enterprise-wide shared resources and services. The Specialist will also be responsible for driving common policies, processes, and systems across the organization to achieve efficient and effective delivery of legal services, and they will provide oversight for L&C's technology including the strategy, implementation, and optimization of technology framework/architecture, assets, and data.

This person will be part of the L&C Legal Operations Team and serve as support and backup for the various legal operations team members, as needed, including but not limited to the e-billing administrator and the legal operations administrator.

Key Responsibilities

• Legal Systems Management:


• Administration of all legal technology tools, with a primary focus on the continued global rollout of the new e-billing and matter management system, including, among other things, management of the L&C internal website and development of related enhancements.


• Management and coordination of the tools and technology of L&C, including matter management, e-billing, document management, and contract management.


• Development of detailed knowledge and expertise in working with L&C tools and technologies so that they can provide internal support and training for the day-to-day operational needs of the department.


• Advising the General Counsel on developments and trends in the use of new technologies to manage internal and external legal services and create service efficiencies.


• Operational management of L&C’s IT systems, including developing the department’s technology strategy.


• Management and oversight of core databases and processes (and migration from legacy platforms).


• Management of an e-billing platform and vendor.


• Sourcing, identification, and management of L&C record and file management systems globally.


• Management of the L&C internal and external websites in collaboration with the Marketing, Sales, and Design teams.


• Management of collaborative workspaces and enhancement of know-how sharing systems utilizing technology.


• Management of external IT vendors for the legal function.


• Prioritization of projects to conform to the L&C’s strategic objectives; alignment of projects and timelines accordingly.


• Identification and implementation of process improvements and solutions around department organizational structure, systems, technologies, and controls.


• Oversight of centralized resources that are well-maintained and accurate.


• Evaluation, testing, training, implementation, and support for technology solutions interfacing with IT.


• Legal Project Management:


• Coordinate projects that drive efficiency and improve Legal department processes and technologies.


• Develop and retain general and detailed knowledge of IEEE business processes.


• Prepare and deliver status reporting in areas such as metrics, staffing statistics, resource tracking, unit progress, issue tracking, and staff meetings.


• Train L&C team members on technology and provide ongoing guidance and support.


• Develop strategic technology roadmaps and manage L&C’s primary technology resources, in particular, those systems and processes that are implemented department-wide (e.g., matter management, e-billing, legal research software, website, contract management, contract approval, and service of process).


• Act as primary contact for technical questions about how to use the CMS, MMS, and diligence screening systems, as applicable.


• Serve as the super-user for L&C systems and facilitate end-user training as needed, update training materials, and assist end users on non-technical inquiries including locating, retrieving, and delivering contracts and documents.


• Serve as liaison between the General Counsel and IT Project Manager(s) to implement business requirements, such as build modification and enhancements to workflow and fields.


• Perform quality assurance reviews as required.


• Manage user access to the applicable technologies.


• Review and resolve tickets/issues raised via the Cherwell system regarding the technologies implemented by L&C.


• Assist in the build of Application Programming Interfaces (APIs), as needed, to ensure integration among the technology systems.


• Build workflows and amend thousands of existing workflows within the CMS.


• Lead CMS, MMS, and Visual Compliance training sessions for Volunteers and staff, as applicable.


• Assist, as requested, with the creation of L&C presentations, including those regarding the CMS, MMS, or RMS, to the various stakeholders.


• Maintain the L&C webpages, ensuring they are kept current and user-friendly.


• Act as a liaison between the internal IT team and the CMS, MMS, and RMS third-party vendors


• Periodically assess and analyze the effectiveness of tL&C technologies and communicate findings with the General Counsel and L&C team;


• Manage L&C department metrics, benchmarking, and reporting.


• Drive L&C professional development technology tools, including the development and delivery of initiatives that promote collaboration and knowledge sharing.


• Prepare, manage, and communicate key performance indicators to the General Counsel and the L&C team.


• Lead special projects in support of the L&C team as requested.


• Maintain excellent working relationships with volunteers and staff to ensure their needs are met.


• Assist L&C team members, as needed, to update and maintain contract templates.


• Manage and maintain DocuSign and any related contract execution or management issues.


• Act as an advocate of the L&C team supporting the IEEE technologies.


• Other duties as assigned.

Education

• Bachelor's degree or equivalent experience Req

Work Experience

• 4-7 years Project management experience working with senior executives to ensure the efficient and effective operation of a department. Req


• Technological aptitude and adeptness at learning new technologies and systems. Req


• Experience in a legal environment, law firm, or corporate legal department is required. Req


• Experience in the legal operations field. Req


• Demonstrated ability to analyze metrics, using tools such as Tableau and/or SQL strongly preferred. Pref


• Demonstrated ability to manage numerous projects simultaneously, including the ability to articulate strategy, frame and interpret issues, apply influencing skills for positive change where needed, act with integrity, and execute tactically. Req


• Demonstrated ability with software applications, including Excel and SharePoint, and the ability to quickly understand and communicate technical concepts to others. Req


• Meticulous attention to detail and discretion as well as strong communication skills, good judgment, and a sense of urgency. Req


• Experience reviewing and/or developing business and administrative processes and legal technology solutions. Req

Licenses and Certifications

• CAP (Certified Administrative Professional) certification Pref

Skills and Requirements

• Ability to maintain a poised performance under pressure;


• Strong problem solving skills;


• Proactive;


• Adept at reviewing, analyzing and reporting on voluminous and varied data;


• Ability to apply technologies to gain acceptance of ideas or plans;


• Ability to actively identify new areas for learning;


• Outstanding command of MS Office applications, especially MS Word, Excel, and PowerPoint, and other technological associated programs;


• Highly organized and detail-oriented, with self-starting skills and eagerness to assist


• Demonstrated ability to write clear and effective correspondence using proper English grammar and syntax, and excellent proofreading skills;


• Outstanding communication skills and strong interpersonal and client service skills;


• Ability to build relationships and interact with members/volunteers, all levels of staff, external vendors, and other clients and representatives;


• Demonstrated ability to balance multiple tasks and effectively prioritize and anticipate needs;


• Ability to rely on established procedures and guidelines, historical practice, experience, and personal judgment to make decisions and resolve problems.


• Extremely responsive, available, and reliable to quickly address the needs of all stakeholders.

Other Requirements:

As defined in IEEE Policies, individuals currently serving on an IEEE board or committee are not eligible to apply.

PLEASE NOTE: This position is not budgeted for employer-sponsored immigration support, this includes all persons in F (both CPT and OPT), J, H, L, or O status.

For information on work demands and conditions required for this position, please consult the reference document, "Physical, Mental, and Work Environment Standards for IEEE Positions." This position is classified under Category I - Office Positions.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

===============================================

Disclaimer: This job description is proprietary to IEEE. It outlines the general nature and key features performed by various positions that share the same job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job. Nothing in this job description restricts management’s right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons.

Apply Now