Job Requirements
I. General Summary
Under limited supervision, this team member is responsible for providing paralegal support to attorneys who manage the Medical System’s business litigation, healthcare operations, and other legal matters through a wide variety of projects, tasks, legal operations activities and workstreams.
II. Principal Responsibilities and Tasks
The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. These are not to be construed as an exhaustive list of all job duties performed by personnel so classified.
1. Review, analyze, and coordinate legal mail handling across the Medical System, including court notices, service of process, subpoenas, and other time-sensitive demands or correspondence, ensuring timely management and documentation.
2. Manage subpoenas and other routine court-mandated demands, including guardianships and requests for records or testimony, in coordination with internal stakeholders and outside counsel, to ensure effective and timely handling.
3. Assist attorneys with matter intake and management, including summarizing records, drafting updates, preparing presentations, and conducting basic research using databases such as PACER, Lexis-Nexis, and Westlaw.
4. Facilitate discovery responses, including legal holds, document collection, coordination with clients regarding document location and retrieval, electronic data transfers, and transmittal of information to outside counsel and vendors.
5. Assist with internal investigations, including facilitating interviews, collecting and organizing relevant records, compiling research and documents, and maintaining documentation.
6. Maintain legal matter management and electronic billing systems (OnIt), including matter creation and closure, making matter updates, uploading matter-specific documents, supporting invoice processing, and preparing periodic reports.
7. Support administration of the outside counsel and vendor protocols, including onboarding activities; engagement letter and rates/fees repository; conflicts information collection; budgets, invoices, and billing compliance; invoice workflows and approvals in coordination with Finance and Accounts Payable stakeholders; and communication with outside counsel and vendors.
8. Prepare and support periodic reporting and analytics, including quarterly and annual reporting related to litigation, outside counsel spend, budgets, accruals, matter metrics, claims, and other key performance indicators for Finance, Legal leadership, and other internal stakeholders.
9. Support attorneys in leading team, department-wide, and cross-functional initiatives by coordinating meetings and governance activities, preparing agendas and presentation materials, documenting meeting outcomes, tracking action items and project milestones, facilitating stakeholder communications, and ensuring timely follow-through on operational and legal department priorities.
10. Support department operational initiatives, including process improvement efforts, data management, implementation of legal technology solutions, records management, and collaboration with Finance, Procurement, Compliance, Risk, and other business functions to enhance department efficiency and effectiveness.
Work Experience
III. Education and Experience
1. High School Diploma or equivalent is required.
2. Associate's Degree in Paralegal Studies, Legal Studies, Business Administration, Healthcare Administration, or a related field is preferred.
3. Five (5) years of experience as a paralegal, law clerk, or comparable legal support role is required. Exposure to or direct experience with judicial processes is strongly preferred. Experience supporting litigation matters, legal matter management systems, outside counsel coordination, or legal department operations is preferred.
4. Healthcare experience is preferred.
5. Experience with legal matter management, electronic billing, document management, or other legal technology platforms is preferred.
6. Demonstrated organizational, project coordination, and stakeholder management skills, including supporting cross-functional initiatives and preparing reports, presentations, or other business communications, is preferred.
IV. Knowledge, Skills and Abilities
1. Ability to interpret and apply procedures, practices and policies in Office of General Counsel and Medical System.
2. An in-depth knowledge of legal terms, rules and principles is required. Proven attention to detail and ability to analyze routine legal documents for accuracy and completeness.
3. Highly effective written skills are required to facilitate the preparation of legal documents and correspondence.
4. High proficiency and experience using current technology (e.g., Microsoft Office product suite, including Copilot and Sharepoint) is required.
5. Highly effective verbal and interpersonal skills are required. Ability to maintain confidentiality and communicate with courtesy and efficiency in a variety of settings.
6. Proven organization skills; ability to handle multiple projects, meet deadlines, and work under pressure are required. Ability to adapt to changes in workload and schedule and to prioritize work to meet the needs of the Medical System’s attorneys.
