,The Legal Administrative Coordinator will provide essential administrative support to the Administration team and reports to the CEO/President. This role will assist with managing contracts, maintaining legal files, recording and distributing board meeting minutes, and supporting the legal team in various healthcare-related legal matters. The position is critical in ensuring that the hospital remains compliant with legal, regulatory, and policy requirements while maintaining an organized and efficient legal administration process.
Contract Management:
- Assist with drafting, reviewing, and managing contracts including vendor agreements, service contracts, and employment agreements.
- Maintain a system for tracking contract timelines, renewals, amendments, and compliance with hospital standards.
- Ensure all contracts comply with legal, regulatory, and hospital policy requirements before execution.
- Collaborate with relevant departments to ensure contracts align with hospital objectives and meet legal requirements.
- Track and store executed contracts and managed the process for obtaining necessary signatures.
Legal Documentation & Administration:
- Organize and maintain legal documents, including contracts, filings, and correspondence, ensuring they are accurately recorded and easily accessible.
- Provide support in preparing and reviewing legal documents for various hospital legal matters.
- Assist with legal research and drafting documents needed for regulatory submissions or internal policies.
Board Meeting Support:
- Attend hospital board meetings to record comprehensive and accurate minutes.· Prepare and distribute minutes to board members and other stakeholders in a timely manner.
- Assist with the coordination of board meeting agendas and distribute relevant materials before meetings.
- Follow up on action items from board meetings to ensure timely completion of tasks.
Compliance and Regulatory Support:
- Assist in monitoring compliance with healthcare laws and regulations, including HIPAA and patient privacy requirements.
- Track and maintain records related to regulatory filings and hospital compliance activities.
- Support internal audits, investigations, or compliance initiatives to ensure the hospital remains in adherence with applicable laws.
General Legal Support:
- Act as a liaison between internal departments, outside legal counsel, and other stakeholders.
- Handle confidential and sensitive legal information with discretion and professionalism.
General Administrative Tasks:
- Perform various clerical tasks such as filing, answering phones, and handling mail for any legal matters.
- Organize and prioritize work to meet deadlines and ensure smooth workflow within the department.
Technical Competencies
- Regulatory & Accreditation Compliance
- Clinical Data & Performance Measurement
- Incident Reporting & Patient Safety Systems
- Clinical Documentation & Chart Review
- Policy & Procedure Development
- Infection prevention & Patient Safety Collaboration
- Regulatory Reporting
- Education & Compliance Monitoring
Core Competencies
- Communication
- Analytical thinking
- Attention to detail
- Collaboration
- Accountability
- Problem Solving
- Organizational skills
- Adaptability
- Integrity & Professional Judgement
- Continuous improvement mindset
- Ability to work independently / under supervision
EDUCATION & EXPERIENCE
- Associate’s degree in paralegal studies Legal Studies, or a related field required.
- Certification as a Legal Assistant or Paralegal (e.g., from NALA, NFPA) is preferred.
- 2-4 years of experience in a legal administrative role, preferably within a healthcare or hospital setting.
- Experience with contract management, including drafting, reviewing, and organizing contracts.
- Knowledge of healthcare laws and compliance standards (e.g., HIPAA, patient privacy laws) is highly preferred.
- Experience preparing and documenting meeting minutes, especially for board or executive-level meetings
- Strong organizational skills, with the ability to manage multiple tasks and meet deadlines.
- Excellent written and verbal communication skills, with the ability to draft and edit legal documents.
- Strong attention to detail, confidentiality, and professionalism when handling sensitive legal information.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and legal management software.
- Strong interpersonal skills, with the ability to work collaboratively and communicate effectively with multiple departments.PHYSICAL DEMANDS
The physical demand frequencies identified below are estimates of the time required to perform essential job functions. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Frequency Definitions:
- Seldom/Rarely: Less than 10% of the workday
- Occasionally: Up to 33% of the workday
- Frequently: 34–66% of the workday
- Constantly: More than 66% of the workday
Function
Frequency
Sitting
Frequently
Standing
Occasionally
Walking
Occasionally
Hand/Finger Dexterity
Constantly
Lifting up to 10 lbs.
Seldom/Rarely
Lifting 10-25 lbs.
Seldom/Rarely
Lifting over 25 lbs.
Seldom/Rarely
Patient Handling (if applicable)
Occasionally
Employees must comply with all hospital policies and procedures, regulatory standards (including CMS, IDPH, Joint Commission, OSHA), and maintain confidentiality in accordance with HIPAA requirements.
All employees are subject to criminal background screening in accordance with hospital policy and, where applicable, the Illinois Health Care Worker Background Check Act (225 ILCS 46).
This job description is intended to describe the general nature and level of work performed. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Duties may be modified at any time based on operational needs.
Work Location: In person
