Executive Assistant Legal Office Manager

Note for Current UM Employees

Current employees must apply internally via ConnectU >

The University of Mississippi

The University of Mississippi fondly referred to as Ole Miss stands as a premier public research institution with a proud legacy of academic distinction. We are devoted to nurturing a vibrant inclusive community where every member student faculty and staff can achieve their fullest potential.

Department Summary

The Office of General Counsel is a collaborative and dynamic team dedicated to providing trusted legal guidance that supports the Universitys mission and values. Our team includes experienced attorneys a skilled paralegal and professional support staff who work closely together in a collegial and respectful environment. We pride ourselves on professionalism integrity and a strong commitment to service.

Working in our office offers the opportunity to engage with a wide range of legal and administrative matters making each day both meaningful and varied. Team members are valued for their expertise and contributions and we foster an environment where discretion collaboration and proactive problem-solving are at the core of our culture.

Employees in the Office of General Counsel benefit from close mentorship and the opportunity to work on issues that have a direct impact on the University community. We offer a supportive workplace where professional growth excellence and work-life balance are prioritized.

Role Specifications

Below you will find classification and compensation information. For additional details behind the University of Mississippi classification system please visit Human Resource Compensation Page

Family -Administration

Sub-Family -Administration Operations

Career Track / Level - P1

Grade - 7

Role Summary

The Legal Office Manager serves as the principal support to the Office of General Counsel which includes up to five attorneys and a this role you will manage the daily operations of the office and provide high-level administrative and clerical support to ensure the team functions smoothly and efficiently.

This position requires strong organizational skills sound judgment and the ability to handle sensitive information with the highest level of discretion and confidentiality. The Legal Office Manager frequently communicates with individuals inside and outside the University to exchange information on behalf of the office and represents the department with professionalism and care.

Examples of Work Performed

• Assists in the preparation of budgets and University forms and maintains account payable data tracks accounts receivable to ensure proper credit and tracks accounts payable to ensure accurate payment on all departmental purchases.
• Maintains departmental budgets and posts charges to office accounts; reviews monthly charges and account balances to ensure proper credit and accurate payment to all vendors including outside counsel.
• Assists departmental personnel with purchasing to ensure adherence to University policy on property procurement.
• Prepares agenda items for submission to the Mississippi Attorney Generals Office and Mississippis Institutions of Higher Learning Board for approval. Coordinates agenda items submission with the Office of the Chancellor and monitor the progression through the process.
• Acts as liaison for the Office of General Counsel with the Office of the IHL Board of Trustees the Office of the Chancellor internal and external departments organizations agencies and the general public.
• Coordinates and maintains calendar of appointments arrangements for travel conferences and meetings. Prepares travel authorizations and reimbursements.
• Drafts correspondence reports minutes and other similar documents. Prepares and/or compiles data reports forms and materials for various briefings meetings conferences or other departmental use.
• Organizes designs and maintains a complex filing system for classifying retrieving and disposing of such material as correspondence records reports and other documents. Maintains database of pertinent information.
• Ensures all assigned tasks are in compliance with department University Southeastern Conference and NCAA rules and regulations.
• Updates and maintains departmental website or other communication tools with current information.
• Performs related or similar duties as required or assigned.

Essential Functions

These essential functions include but are not limited to the following. Additional essential functions may be identified and included by the hiring department.

1. Schedules logistics and secures resources for meetings conferences and travel.
2. Serves as a first point of contact for individuals and groups serving as the executives designee when appropriate.
3. Develops and prepares various communication and presentation materials for the executive.
4. Sends receives copies and distributes communications to the appropriate entities using judgment and discretion.

Minimum Education/Experience

Education: Bachelors Degree

Experience:N/A

Substitution Statement: An equivalent combination of related experience and education may be considered for this role. Substitutions of the required experience or education will be assessed on a 1:1 substitution basis.

For full consideration please include a resume and cover letter.

Preferred Qualifications

1 to 2 years experience preferred. Higher ed experience preferred.

EEO Statement

The University of Mississippi provides equal opportunity in any employment practice education program or education activity to all qualified persons. The University complies with all applicable laws regarding equal opportunity and does not unlawfully discriminate against any employee or applicant for employment based upon race color gender sex pregnancy sexual orientation gender identity or expression religion national origin ethnicity citizenship age disability military status protected veteran status or genetic information or any other legally protected status.

Minimum Physical Requirements

Physical Requirements: These physical requirements are not exhaustive and additional job-related physical requirements may be added to these by individual agencies on an as needed basis.

Corrective devices may be used to meet physical requirements.

Physical Exertion: The incumbent may be required to lift up to approximately 10 pounds.

Vision: Requirements of this job include close vision. Speaking/Hearing: Ability to give and receive information through speaking and listening.

Motor Coordination: While performing the duties of this job the incumbent is frequently required to talk and hear; and use hands to finger handle or feel. The incumbent is periodically required to sit. The incumbent is occasionally required to stand; walk; and reach with hands and arms

Interview Requirements: Any candidate who is called for an interview must notify the Department of Equal Opportunity/Regulatory Compliance in writing of any reasonable accommodation needed prior to the date of the interview.

Background Check Statement

The University of Mississippi is committed to providing a safe campus community. UM conducts background investigations for applicants being considered for employment. Background investigations include a criminal history record check and when appropriate a financial (credit) report or driving history check.