Legal / administrative associate

Full job description

Description

Under the general supervision of the Senior Counsel for Health Affairs, this position is responsible for:
A. Managing the process for legal review of contracts including intake, review, responses, and the management of deadlines;
B. Managing the process and support for labor-and-employment matters including intake, review, responses and the management of deadlines;
C. Managing the process and support for the Freedom of Information Act (FOIA), and other, record requests including intake, review, responses, and the management of deadlines;
D. Managing the process and support for the Office of General Counsel’s involvement in the Behavioral Health Workforce Center programs and certain technical, compliance, and legal related matters;
E. Managing the process and support for litigation including intake, review, responses, and the management of deadlines;
F. Managing the technology and tools used for workflow in the Office of General Counsel including but not limited to electronic systems for case management and contract management;
G. Providing general administrative staff support for all attorneys in the Office of General Counsel such as budget management, delegated fiscal officer duties, p-card matters, accounting procedures, and routine paperwork and filling;
H. Managing and supporting other areas and matters including but not limited to compliance, privacy, finance, education, and other duties as assigned; and
I. Other duties as assigned.

Examples of Duties

Contract Management & Development 30%
A. Under the direction of the Associate General Counsel for Healthcare and Compliance, manage the process for legal review of contracts including intake, review, responses, and the management of deadlines.
B. Conduct intake on requests for legal review of contracts and related items such as inquiries concerning contractual matters.
C. Manage the internal tracker and central email address for Office of General Counsel for logging requests for legal review. Includes use of Microsoft excel spreadsheet, Microsoft outlook, and other electronic systems including but not limited to contract and procurement management systems.
D. Provide initial review and revision of contracts and associated documents ensuring contracts comply with applicable laws, regulations, and policies. Resolve conflicts and facilitate contract reviews through discussions and correspondence with legal counsel, SIU leadership, SIU departments, and outside parties. Contracts will include purchases, remunerations, grants, affiliations, research, managed care, insurance, among others.
E. As applicable and assigned, manage any school-wide contract management system(s) for the parts related to the Office of General Counsel. Assist in the development and workflow process for the legal portion of the contract management system/review. Responsibilities will include documentation of process workflow.
F. Provide guidance to departments as to the necessity of a new contract, the amendment of an existing contract, or the termination of a current contract.
G. Work with legal counsel to interpret complex laws, rules, as they relate to contracting and healthcare. Under supervision, assure that the necessary rules and regulations are employed in the contract process, and work with legal counsel and departments to assure that the necessary legal terms are incorporated into all agreements.
H. Provide guidance to SIU faculty, administrators, and contract staff in the preparation of contract requests. Perform needs assessments to define requirements for contracts, and determine internal contractor and contractual procedures to be used.
I. Analyze requests for amendments to existing contracts and make recommendations of approval or alternative solutions to senior administrators and external contractors. Assist in planning and negotiating sessions with contractors and departments.
J. Implement policies and procedures to ensure that contracts are transmitted to the departments or contractors in a timely manner.
K. Collaborate with legal counsel and departments in a variety of contract management activities. Work as a liaison between legal counsel, departments, and outside entities providing suggested reiteration of contract language. As assigned by legal counsel, this position researches, identifies and provides historical documentation specific to requested needs.
L. Assist legal counsel with establishing and maintaining external professional relationships with representatives of local hospitals that partner with SIU, health care organizations, governmental entities, and other contractors. Interact on a routine basis on matters of contract management and/or fiscal administration.
Labor, Employment, and FOIA Management 25%
M. Under the direction of the Associate General Counsel for Labor and Employment, manage the process for labor-and-employment matters including intake, review, responses and the management of deadlines.
N. Conduct research, gather, and organize various legal material for review.
O. Draft, review, and revise pleadings, motions, related to agency matters, subpoenas, litigation, and settlements.
P. Under the direction of the Associate General Counsel for Labor and Employment, manage process for the Freedom of Information Act (FOIA), and other, record requests including intake, review, responses, and the management of deadlines.
Q. Maintain and report historical data as required by SIU. Incudes record redaction using Adobe Acrobat software.
R. Manage the SIU School of Medicine FOIA website.


General Administrative Support 20%
S. Provide general administrative staff support for all attorneys in the Office of General Counsel at its Springfield office, such as budget management, delegated fiscal officer duties, p-card matters, accounting procedures, travel arrangements, and routine paperwork and filling. Perform other duties as assigned.


Behavioral Health Workforce Center 15%
T. Under the direction of the Associate General Counsel for Special Programs assigned to the legal work related to the SIU Behavioral Health Workforce Center and its programs and offices such as the Illinois Campus Cares Technical Assistance Center, manage the process for the Office of General Counsel’s involvement in the Behavioral Health Workforce Center programs and certain technical, compliance, and legal related matters.
U. Conduct intake, prepare, draft, review, revise, and negotiate documents, forms, contracts, policies, and other duties as assigned.
V. Develop and implement policies, workflows, and tracking systems.
W. Communicate with SIU departments and outside parties.


Manage Litigation & Subpoenas 10%
X. Under the direction of Senior Counsel for Health Affairs, manage the process for intake for litigation and subpoenas including intake, review, responses, and the management of deadlines.

Qualifications

1. Bachelor's degree in legal related field, such as paralegal studies; business administration; management; accounting; finance; or a field congruent or complementary to position.


2. Five (5) years of professional-level experience in legal, business, management, or related field including one year of experience in an administrative position in state government, an institution of higher education, health care setting, legal setting, or congruent or complementary work environment.

If you require assistance, please contact the Office of Human Resources at or call Monday through Friday, 8:00am-4:30pm.

The mission of Southern Illinois University School of Medicine is to optimize the health of the people of central and southern Illinois through education, patient care, research and service to the community.


The SIU School of Medicine Annual Security Report is available online at This report contains policy statements and crime statistics for Southern Illinois University School of Medicine in Springfield, IL. This report is published in compliance with Federal Law titled the
"Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act."

Southern Illinois University School of Medicine is an Affirmative Action/Equal Opportunity employer who provides equal employment and educational opportunities for all qualified persons without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, protected veteran status or marital status in accordance with local, state and federal law.

Pre-employment background screenings required.