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Practice Support Coordinator

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Job ID: 4535

Updated: Apr 19, 2018

Location: New York, NY, United States

Category: Legal Secretary/Practice Asst


About Kirkland & Ellis

Kirkland & Ellis LLP is a preeminent, full-service law firm with offices around the world and a staff as diverse as the practice areas we support. Our clients range from Fortune 100 companies to medium and small corporations, financial institutions, and private equity firms.  Known for our commitment to excellence, Kirkland strives to provide superior service to our clients as well as our fellow employees. From Information Technology to Human Resources, Paralegal Services to Business Development, Kirkland offers non-attorney professionals challenging careers in a variety of functional areas. Whether starting or growing your career, Kirkland can offer a performance-driven culture filled with bright and innovative teams of co-workers.

Essential Job Functions

1. Time & Attendance

  • Track & monitor attendance; review and approve time off requests in PeopleSoft
  • Monitor Carpe Diem/billing entries regularly
  • Compare Carpe Diem and paralegal timesheets to review and approve overtime requests
  • Prepare regular reports relating to hours worked, attendance, etc.
  • Monitor PeopleSoft timesheets for paralegals and junior paralegals
  • Support paralegals managing large teams to monitor and approve staff time
  • Review and process contract (temporary) paralegal and attorney time
  • Assist Paralegals and junior paralegals in managing their own attendance information in PeopleSoft (balancing and approving timecards) and overtime requests
  • Review and distribute monthly billable hours report to department work coordinators

2. Review Process

  • Maintain Paralegal Program Excel workbook of information related to annual reviews
  • Provide support for the Paralegal Review Committee and the annual review process
  • Prepare paralegal and junior paralegal performance-related reports as needed
  • Manage Paralegal Review system; monitor and track reviews, evaluations; follow-up as needed
  • Process/compile paralegal and junior paralegal reviews; prepare junior paralegal administrative reviews and first draft paralegal administrative reviews as needed
  • Coordinate paralegal and junior paralegal review meeting schedules

3.Staffing

  • Track assignments and monitor use of work stations, file rooms and work spaces
  • Assist with coordinating short term paralegal and junior paralegal assignments
  • Provide backup support to work coordinators; staff assignments accordingly

4. Administration

  • Answer phones and respond to paralegal and junior paralegal inquiries and requests
  • Maintain Paralegal Program Excel data workbook; update reference binders (headcount, attrition, billing data, home contact, etc.)
  • Act as a primary contact for vendors; maintain current vendor list

5. Orientation and Training

  • Handle paralegal and junior paralegal new hire coordination efforts
  • Prepare paralegal and junior paralegal new hire orientation materials/resource guide
  • Meet K&E new hires during orientation to introduce the Paralegal Program
  • Provide logistical support for Paralegal Program training programs; prepare training invitations and monitor attendance
  • Support preparation and maintenance of  Paralegal Program training materials

6. Miscellaneous

  • Walk floors to develop and maintain work relationships with paralegal and junior paralegal teams
  • Arrange for notary services; track paralegal and junior paralegal notary status
  • Assist with office move logistics; track information and update related documents
  • Other duties and projects as assigned by Associate Director, Practice Support

Qualifications & Requirements

Qualified candidates must have experience in management of staff, including reviewing the work of others, providing training, and allocating resources.  Relevant experience in a mid to large size law firm, professional service firm, or a corporate or financial services organization is preferred.  Candidates must possess in-depth knowledge of both paralegal support services, legal secretarial services and processes in a law firm or corporate/financial environment.  Excellent oral and written communication skills with the proven ability to interact effectively with attorneys, staff and clients is critical.  Candidates must have strong attention to detail and organizational skills, and be able to work efficiently and prioritize assignments.  Candidates must be responsive to requests, follow-up and be able to provide excellent customer service in a professional, respectful and positive manner.  Candidates must be able to take initiative, work independently and make sound business decisions.  Proficiency in Microsoft Word, Excel is required.  Undergraduate degree required.

How to Apply

Thank you for your interest in Kirkland & Ellis LLP.  To complete an application and submit your resume, please click "Apply Now."

Equal Employment Opportunity

All employment decisions, including the recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment (if necessary) are made without regard to the employee’s race, color, creed, religion, sex, pregnancy or childbirth, personal appearance, family responsibilities, sexual orientation or preference, gender identity, political affiliation, source of income, place of residence, national or ethnic origin, ancestry, age, marital status, military veteran status, unfavorable discharge from military service, physical or mental disability, or on any other basis prohibited by applicable law.

Closing Statement

The www.kirkland.com job postings and recruiting mailbox are for candidates only. If you are a recruiter, search firm or employment agency, and do not have a signed contract with Kirkland & Ellis LLP ("K&E") and have not been asked specifically to submit candidates, you will not be compensated in any way for your referral of a candidate even if K&E hires the candidate. Direct contact with K&E employees in an attempt to present candidates is inappropriate and will be a factor in determining any future professional relationship with the Firm.

 
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