Job Title: HUB Administrative Specialist
Job Responsibilities:
The HUB Administrative Specialist is responsible for providing administrative support for non-legal tasks submitted by the law firm's Legal Practice Assistants on behalf of the timekeepers. The role includes project-based support for tasks submitted to the Hub from various customers such as LPAs, administrative groups, and timekeepers. As part of the Shared Services team, the Specialist supports the firm’s internal service delivery model and indirectly supports the firm’s timekeepers. The Specialist is expected to promote and maintain the goodwill and reputation of the law firm, maintaining a high level of professional conduct and confidentiality.
Essential functions of the role include:
- Supporting administrative requests submitted to the Hub, including time entry, expense reconciliation, check requests, and submission of new matters via the firm’s PBI database, especially during peak demand and deadlines.
- Acting as the primary resource for time-intensive or recurring projects assigned to the Hub’s Special Project Team, which may involve data entry, internet research, and document processing.
- Using operational tools such as Outlook, WebEx, iManage, and Service Now according to established protocols and adhering to best practices for task completion, including utilizing firm software.
- Capturing project time and data to produce operational reports and metrics.
- Working as part of a centrally-managed team and prioritizing and coordinating multiple projects efficiently and simultaneously.
Specific Skills Required:
- Effective communication skills, both oral and written.
- Solid knowledge of Microsoft Office applications and interest/aptitude in learning additional applications such as MacPac/Big Hand Create, DocXTools, and Adobe Pro.
- Familiarity with legal terminology and development of legal documentation.
- Ability to work effectively in teams and independently, with direction provided for complex tasks.
- Ability to handle sensitive or confidential documents and information.
- Strong problem-solving capability and resiliency.
- Customer-centric orientation, comfort with systems and processes, ability to handle change positively, and comfort in taking direction and work assignments from peers.
- Proven ability to work well under pressure and meet tight deadlines.
- Ability to exercise judgment and work independently.
- Positive attitude, strong work ethic, and highly organized.
Education and Experience:
- An Associate/Bachelor’s degree is preferred.
- One to three years of administrative or law firm experience is preferred.
Salary Information:
The position offers an annual discretionary bonus, 401(k) plan, medical, dental, and vision insurance, accrued paid time off starting at 20 days annually, personal medical and parental leave, up to 10 paid holidays, and family care benefits. The compensation range varies depending on location:
- San Francisco Bay Area: $59,730 to $85,000 annually
- Colorado: $46,790 to $66,600 annually
- Illinois: $49,380 to $70,290 annually
- Los Angeles: $54,490 to $77,560 annually
- New York: $54,300 to $77,280 annually
- Washington state: $49,360 to $70,250 annually
- Washington, .: $53,310 to $75,870 annually
The compensation range reflects typical pay for this role, although it is rare for new hires to receive an offer at the top of the range. Actual compensation may vary depending on experience, skills, market conditions, and internal equity.
