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.