Dignity Health

Executive Coordinator

Job ID
2018-46852
Employment Type
Full Time
Department
Legal
Hours / Pay Period
80
Facility
Dignity Health
Shift
Day
Location
Pasadena
State/Province
CA
Standard Hours
Mon-Fri (8-5PM)

Overview

Dignity Health, one of the nation’s largest health care systems, is a 22-state network of more than 9,000 physicians, 63,000 employees, and 400 care centers, including hospitals, urgent and occupational care, imaging and surgery centers, home health, and primary care clinics. Headquartered in San Francisco, Dignity Health is dedicated to providing compassionate, high-quality, and affordable patient-centered care with special attention to the poor and underserved.  In FY17, Dignity Health provided $2.6 billion in charitable care and community services. For more information, please visit our website at www.dignityhealth.org. You can also follow us on Twitter and Facebook.

Responsibilities

Position Summary

The Dignity Health Legal Department (“Legal Department”) is responsible for the provision of legal services and management of the legal affairs for Dignity Health and its hospitals, subsidiaries and affiliated businesses. The Executive Coordinator:

  • Serves as a member of the Legal Department and as a team member of its Pasadena Office
  • Reports to the Attorney Site Lead of the Pasadena Office
  • Provides administrative support for designated attorneys (the “Supervising Attorneys”), subject to change based on the needs of the Pasadena Office.

Core Duties:

  • Provide prompt administrative support for Supervising Attorneys, including, without limitation:
    • Maintain and assist Supervising Attorneys in managing daily calendars, including, scheduling appointments, conference calls and meetings
    • Assemble agendas, necessary files and background materials for scheduled meetings or calls
    • Arrange meetings, as requested (including reserving rooms, obtaining appropriate AV equipment, catering, etc.)
    • Make travel arrangements as requested
    • Process business expenses in Concur
    • Receive mail and visitors
    • Answer phones of Supervising Attorneys, triage caller requests and refer to appropriate parties
    • Participate in back up phone coverage for Pasadena Office, if requested
    • Complete simple contract templates and forms as directed by Supervising Attorneys
    • Draft simple letters and correspondence on request of Supervising Attorneys
    • Proofread for spelling, grammar, capitalization, gender, page and section numbering of contracts in preparation for execution
    • Conform with Legal Department’s Contract Life Cycle (CLM) Protocol, and other applicable database standards including, but not limited to document, footer and matter naming conventions; and remain current on updates to the standardized protocols
    • Revise Word documents of significant length through several drafts
    • Create and populate PowerPoint presentations and Excel spreadsheets
    • Assist in coordination of system-wide projects for which a Supervising Attorney is primary legal support, including calendaring, distribution lists, taking minutes or doing other tasks as directed

  • Adopt quickly and maintain proficiency in Legal Department information technologies, which include, but are not limited to:
    • MS Outlook calendaring
    • Practice Manager (PM), a matter management system
    • E-billing/invoicing (Quovant)
    • RMS file system for hard files
    • Concur (expense reporting)
    • API Team Connect (employee time keeping)
  • Input and maintain accurate information in data bases as needed to support management of contracts and non-contract matters through normal life cycle
  • Organize and maintain both electronic & hard copy files
  • Maintain the confidentiality of attorney-client communications
  • Participate in activities rotated or shared by support staff of the Pasadena Office, such as receiving subpoenas
  • Perform other duties as assigned

Qualifications

Qualifications:

 

Specifications

Candidate must be familiar with and proficient in the use of databases and other information technology, in addition to full working knowledge of MS Office 2010 for PCs, including Outlook, Word, Excel, PowerPoint, and Access.

 

Education & Experience

Five (5) years’ work experience in law firm or in-house legal department, or in company of substantial size. Bachelors’ degree or paralegal certification is preferred. Experience in contracts, litigation, or data base administration is helpful.

 

Special Knowledge, Skills, Abilities

  • Possesses the demeanor, maturity, skill, discretion and professionalism to work and interact effectively with diverse internal and external constituencies, including support staff, hospital and corporate executives
  • Is able to work independently and manage multiple tasks simultaneously without supervision
  • Is able to juggle demands of multiple attorneys with different practice areas and work styles
  • Is able to learn from experience and create own tools and processes to manage desk
  • Is able to navigate complex multi-level, multi-state corporation to effectively support work of Supervising Attorneys
  • Is able to organize and present information verbally graphically and in written form
  • Possesses an understanding of contract terms and terminology sufficient to support a heavy contracts practice or has prior experience supporting attorneys engaged in large business transactions
  • Is attentive to detail
  • Has good reading, writing and proofing skills
  • Understands and upholds law firm practices regarding attorney-client confidential and privileged information
  • Maintains the confidentiality of business and sensitive personal information
  • Understands and maintain legal requirements for privacy and security of patient information
  • A working knowledge of technology and medical terminology is helpful
  • Is able to work collaboratively with others in teams and groups
  • Self-starting, but not afraid of asking questions.

#LI-DH

 

 

 

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