Administrative Services Manager - San Diego, United States - Cooley

Description

Administrative Services Manager
Cooley is seeking an Administrative Services Manager to join the San Diego office administration team.


Position summary:

The Administrative Services Manager will aid the Director of Administration in various aspects of office management, including directly managing the legal secretaries and practice team assistants (PTAs).

Specific duties include, but are not limited to, the following:


Position responsibilities:

Supervisory:
In consultation with HR, manage all employment aspects of the legal secretaries and practice team assistants in the office, including hiring/terminations, feedback, counseling, mentoring and coaching
Coordinate/manage daily attendance, determine staffing needs and arrange overflow assistance for secretarial and PTA business professionals
Arrange evening and weekend overtime coverage, including staffing for closings or special projects, as required by timekeepers and assisted by lead secretary, where applicable
Coordinate secretarial & PTA introductory period evaluations with timekeepers, where applicable in conjunction with HR

Coordinate performance evaluation (anytime feedback, semi-annual review, etc.) processes for secretaries & PTAs, including review of performance evaluations from timekeepers; follow up to ensure that each timekeeper has submitted a timely evaluation.

Prepare administrative evaluation for each secretary & PTA and meet individually to discuss results
Submit proposals for salary increases and bonuses to HR for secretaries & PTAs
Support the Director of Administration in planning regular secretarial & PTA meetings
Review and approve PTO requests. Determine need for vacation staffing by monitoring work and tracking vacation schedules; arrange for coverage, as needed.
Coordinate secretarial and PTA moves with Director of Administration and Operations or Facilities Manager

In consult with central HR & Director of Administration, counsel secretaries, PTAs (and other department staff when needed) and resolve employment problems.

Meet with attorneys (and managers where applicable) to discuss performance concerns and document issues involving counseling


Recruiting:
Recruit for local secretarial, PTA, facilities, office services and office admin roles as necessary
Ensure necessary requisition process is followed before starting recruiting process
Interview attorneys, paralegals and management to determine staffing needs in applicable areas
Recommend staffing/timekeeper assignments to Director of Administration, maintaining optimum secretarial/timekeeper staffing ratios
Post jobs (internally and externally) and recruit potential employees for all sources including employee referrals, ads, schools, internet, agencies and social media
Review, sort and maintain resumes received via applicant tracking program. Maintain data in applicant tracking program to include updating status, scheduling interviews, applicant correspondence and interview evaluations
Process advertising/recruiting invoices
Responsible for scheduling and conducting interviews, which includes explaining benefits and Cooley culture to applicants
Coordinate conflicts, background and reference checks and clearance prior to start date for all new hires. Consult with central HR on any "hits" on background check reports
Conduct rejection calls
Work with central HR in determining salary to be offered to new employees to ensure salary equity within the firm, the office and the market
Communicate offers and hire personnel in cooperation with managers
Oversee the production of applicable offer letters
Coordinate temporary staff, if necessary
Complete "New Employee Confirmation" and "New Employee Checklist" forms for all non-exempt hires
Hire all non-manager business professionals and attorneys into Workday, including upload of confirmation forms
Oversee the creation of new hire orientation (including IS training) schedule for all new hires
Monitor the onboarding process for local office new hires, including uploading of new hire forms to Workday and ensuring new hires complete the entire process
Along with the Director of Administration, lead various aspects of new hire orientation
Ensure all new hire paperwork is completed and loaded to Workday


Financial Management:
Prepare annual budget for secretarial & PTAs costs, staff relations and other assigned expenses; monitor and report on performance against budget
Assist Director of Administration in preparation of annual office budget
Code office invoices prior to sending to Accounting for payment


Human Resources/Admin Management:
Provide information on Firm policies and procedures, referring to central HR when necessary. Recommend policy changes to Director of Administration and Central HR
Engage central HR when employees raise leave of absence questions
Maintain office personnel files (excluding management files, which are kept with central HR) and warehouse as necessary
Enter new hire and termination information in Workday
Perform terminations as required after consultation with central HR and the Director of Administration
Conduct exit meetings for departing employees. During the exit meeting, review the departure policy with the employee, explain the final paycheck and discuss other departure forms
Coordinate monthly staff recognition award program for office
Assist Director of Administration and Operations or Facilities Manager with emergency planning, serving on the local office Emergency Preparedness Team
Participate as a member of the firmwide Crisis Management Team and attend annual risk assessment training
Work with Director of Administration in overseeing training programs such as Brown Bag Lunches, Health and Wellness sessions and mandatory sexual harassment prevention training; coordinate with internal/external presenters and provide appropriate material to attendees
Oversee Change Form process for new hires, terminations, moves, support changes and title changes, where applicable
Plan and organize office events, working with Director of Administration in leading office-wide charitable, social, and community engagement programs
Create opportunities for collaboration with department managers and supervisors on local office-specific issues
Recommend and implement (as approved by Director of Administration) process improvements and changes that will increase efficiency and improve service levels
Independently collaborate with colleagues in other offices to make processes, programs, systems and events consistent across offices where logical and in the best interest of the firm
Assist Director of Administration with special projects, as needed
In the absence of the Director of Administration, serve as the lead administrative manager in the office to perform necessary functions with appropriate oversight and approval, if applicable
All other duties as assigned or required


Skills and experience:

Required:
After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
Ability to work extended and/or weekend hours, as required
Ability to travel, as required
5+ years' human resources or office administration/management experience
Previous recruiting experience
Familiarity with state and federal labor laws
Eligible for consideration of Senior designation with 7+ years applicable experience in the field with 2+ years of exempt/management experience in relevant roles


Preferred:
Bachelor's degree strongly preferred
Previous law firm experience
Experience with HR software
Supervisory experience


Competencies:
Ability to think critically in analyzing and solving problems
Strong problem solving, coaching, interpersonal, and verbal and written communications skills
Proven supervisory and leadership skills
Conflict resolution/mediation skills
Good presence and ability to work well with all personnel
Professional demeanor
Excellent organizational skills
Reliable and cooperative manner
Ability to work under pressure and handle multiple tasks while maintaining confidentiality
Ability to plan for and keep track of multiple projects and deadlines
Effective presentation skills

Cooley offers a competitive compensation and excellent benefits package and is committed to fair and equitable employment practices.


EOE
The expected annual pay range for this position is $125,000 - $155,000. Please note that final offer amount will be dependent on geographic location, applicable experience and skillset of the candidate.

Senior level candidates may be considered for this position and would be eligible for a higher salary range based on experience.

We offer a full range of elective benefits including medical, health savings account (with applicable medical plan), dental, vision, health and/or dependent care flexible spending accounts, pre-tax commuter benefits, life insurance, AD&D, long-term care coverage, backup care for children and/or adults and other parental support benefits.

In addition to elective benefit options, benefited employees receive firm-paid life insurance, AD&D, LTD, short term medical benefits as well as 21 days of Paid Time Off ("PTO") and 10 paid holidays each year.

We provide generous parental leave and fertility benefits. New employees will attend a detailed benefit orientation to learn more about our many benefits and resources.
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