Practice Group Administrator (Full Time)
Location: Uniondale, NY
Rivkin Radler LLP is seeking a Practice Group Administrator (PGA) to join one of its litigation departments. The PGA is responsible for the oversight and management of the Practice Group's business administrative needs as set forth below and/or assigned by the Practice Group Leaders. Such duties may include liaison with applicable administrative management team members regarding department business planning, department operations, department staff/paralegal recruitment and department client work/litigation support. The PGA's overall mission is to manage the Department's business functions in an effective and efficient manner and to relieve the Practice Group Leaders of direct involvement with administrative duties.
Reporting Relationship
The PGA shall report to the Practice Group Leaders with a direct link to the Executive Director and the Director of Human Resources. It is expected that the PGA will work very closely with the Executive Director and other members of the Firm's Administrative Management Team and other Practice Group Leaders throughout the firm.
Responsibilities
The Practice Group Administrator shall;
- Ensure that all attorneys and staff follow firm policies related to client acceptance, timekeeping, billing and collection; expense reimbursement and related financial policies. Specifically, monitor and track attorney and paralegal time entry compliance based on firm time entry policies; work with billing department on processing of practice group billing and monitoring billing statuses for completion among the practice group attorneys;
- Work with the Practice Group Leaders and the Executive Director with the development and monitoring of targeted financial and analytics reports to identify ways to improve practice group performance;
- Ensure the practice group is receiving adequate support from all applicable areas of the firm; IT, Litigation support Billing, Accounting, Professional Development, Records, Marketing and Library/research services;
- Work with Practice Group Leaders and Collection Manager to assist with practice group collection efforts;
- Work with IT Department to evaluate and enhance existing hardware, software, network platforms, telecommunication needs, including but not limited to litigation technology support, and recommend improvements, where necessary, to ensure timely delivery of client work product;
- Coordinate and supervise litigation support and case management deadlines and services; manage special projects and other assignment received by the Practice Group Leaders;
- Monitor internal department operations and work flow and implement process improvements to facilitate timely and efficient work product;
- Work collaboratively with Practice Group Leaders to develop strategic, tactical and business development planning with involvement of the Executive Director and Marketing Department;
- Coordinate department group meetings and internal communications among attorneys, paralegals and staff in support of the practice group;
- Develop in-depth understanding of the practice group's attorneys; assist the firm's Director of Professional Development in implementation of developmental and continuing education programs for the attorneys, paralegals and staff;
- Assess department attorneys, paralegals and staff work flow and monitor availability of personnel; coordinate work flow for attorneys on vacation;
- Liaison with other administrative management team members on behalf of the practice group leaders;
- Monitor and facilitate department file opening process and conflict checking with the New Business Committee Administrative personnel;
- Work with the Director of Human Resources to promote proper orientation of new department attorneys and staff; work collaboratively with the Director of Human Resources to conduct staff performance evaluations annually or as needed.
Qualifications and Experience
- 5-7 years of relevant work experience working in a law firm or other professional services firm environment with a solid understanding of the legal industry and litigation technology support; senior paralegal and E-filing experiences a plus;
- Bachelor's degree or advanced degree preferred, but not essential;
- Effective, thoughtful and creative organizational, communications and interpersonal skills required, able to present his/her initiatives and programs clearly convincingly; ability to work effectively in a busy, dynamic and collaborative environment;
- Excellent problem-solver, "Firm first" attitude and mindset; desire and ability to be part of a team-oriented culture;
- Must work effectively with other motivated professionals in a challenging, fast paced environment;
- Strong leadership, relationship, organizational and planning skills;
- Possess strong computer skills; ability to expertly manage Microsoft Excel, PowerPoint and Access, database, litigation, project management and IT support experience essential.
EOE