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Paralegal Program Coordinator

Job ID: 5183

Updated: Oct 8, 2019

Location: Chicago, IL, United States

Category: Human Resources

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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

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.  Expert proficiency in Excel and Microsoft Word, is required.  Undergraduate degree is preferred.

ESSENTIAL FUNCTIONS

  • Maintain Paralegal Program Excel data workbook; (headcount, attrition, billing data, hours, etc.)
  • Assist with updating and maintaining paralegal sharesite
  • Answer phones and respond to paralegal and junior paralegal inquiries and requests
  • Collaborate with the litigation Paralegal Program Coordinator on various projects, time & attendance, budgeting and annual review process administration. 
  • Build relationships across the firm with individuals and departments

Time & Attendance

  • Track & monitor attendance; review and approve time off requests in PeopleSoft
  • Assist with monitoring Carpe Diem/billing entries
  • Communicate with paralegal and junior paralegal on adhering to time keeping policies
  • Prepare regular reports relating to hours worked, attendance, etc.
  • Monitor PeopleSoft timesheets for paralegals and junior paralegals
  • 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

Staffing

  • Coordinate with Document Services with staffing requests
  • Assist with coordinating backup support from Chicago Support Services and support services from other offices

Review Process

  • Provide support for the Paralegal Review Committee and the annual review process
  • Maintain Paralegal Program Excel workbook of information related to annual reviews
  • 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
  • Coordinate paralegal and junior paralegal review meeting schedules

Orientation and Training

  • Handle paralegal and junior paralegal new hire coordination efforts
  • Prepare paralegal and junior paralegal new hire orientation materials/resource guide
  • Provide logistical support for Paralegal Program training programs; prepare training invitations and monitor attendance
  • Support preparation and maintenance of  Paralegal Program training materials

OTHER FUNCTIONS

  • Walk floors to develop and maintain work relationships with paralegal and junior paralegal teams
  • Arrange for notary services
  • Other duties and projects as assigned by FW Director

Qualifications & Requirements

Education, Work Experience, Skills

  • Must have expert proficiency in Excel and Microsoft Word
  • Excellent oral and written communication skills
  • Must have strong attention to detail and organizational skills
  • Undergraduate degree preferred
  • 5+ years relevant experience in a mid to large size law firm, professional service firm, or a corporate or financial services organization
  • Must be responsive to requests, follow-up and be able to provide excellent customer service in a professional, collaborative, respectful and positive manner

Technologies/Software

  • Core technologies include Microsoft Outlook, Word, PowerPoint, Excel, Citrix, Adobe