OVERVIEW
The Manager of Administration, working under the supervision of the Chicago office's Director of Administration, will manage the Chicago office's administrative staff which includes but is not limited to the Assistant Team who support the lawyers in Chicago. The Assistant Team includes Legal Practice Assistants, Sr. Legal Practice Assistants, Executive Coordinators, Executive Assistants, and Lawyer Support Assistants. The Manager of Administration is an exempt position. The hours are 8:30 am – 5:00 pm, Monday-Friday, and additional hours as required.
ESSENTIAL JOB FUNCTIONS
The Manager of Administration must have an expertise in the following areas:
- Managing a team of assistants. Coordinating assignments; promoting teamwork and collaboration among the Assistants; monitoring workflow; managing/approving timesheets via ADP; overseeing and approving pre-approved overtime requests; managing the PTO request approval process ensuring adequate coverage; setting and enforcing expectations and performance standards; coordinating the performance evaluation process by soliciting feedback and preparing and conducting annual reviews including performance increase suggestions.
- Resolving support staff personnel matters including providing employee relations support such as coaching, counseling, interpreting policy, addressing performance issues through development and implementation of performance improvement plans in collaboration with the office's Director of Administration and Human Resources leadership.
- Working with the firm's Human Resources department to coordinate recruiting and hiring of Assistant Team including reviewing job descriptions; posting positions; and interviewing candidates in collaboration with the office's Director of Administration. Assisting in the recruiting and hiring of all other office support staff, as needed.
- Onboarding/off-boarding of Assistants by preparing and submitting new/departing employee paperwork, submitting new hires in the firm's electronic personnel dashboard, and working with the Human Resources department to coordinate onboarding and orientation for new hires.
- Liaising with Human Resources regarding new initiatives and policy rollouts.
- Assisting in creating and managing a department budget.
- Collaborating with functional areas including Hospitality, Reception, Records Management, Human Resources, IT, Finance and Office Services to facilitate workflow, enforce firm policies and procedures and resolve any issues that may arise.
- Actively participating in management of the Chicago office and supporting firm-wide initiatives.
- Working closely with and serve as backup for the Chicago Director of Administration and the Operations/Facilities Managers, who manage functions including but not limited to facilities, repairs, maintenance, housekeeping, safety, security, travel, construction, office moves, furniture, office supply, mail, copy, catering, conference center, switchboard, intranet content, invoice audit and payment, and other office support functions.
QUALIFICATIONS
- 5+ years support staff management experience including Human Resource functions preferably in a law firm or other fast-paced environment.
- Undergraduate Degree preferred.
REQUIREMENTS
- Excellent written and verbal communication skills.
- Dedication to customer service.
- Effective time management skills.
- Professional demeanor, presence, attitude, and strong interpersonal skills.
- Proficient in computer applications including Windows and the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), HRIS, ADP, and Document Management Systems.
- General understanding of the litigation process or practice group transaction from case or transaction inception to closure.
- Ability to manage several tasks at once and work with minimal supervision.
- Ability to work well under pressure and adapt to changing circumstances.
- Ability to meet tight deadlines and work flexible hours as needed.
- Ability to safeguard confidential information and reports.
- Strong sense of integrity and ability to deal with issues and subject matter that require considerable sensitivity, discretion, and judgment.
- Proven ability to motivate, coach, mentor, lead and develop personnel.
- Ability to organize, manage and attend office-related projects and events.
- Flexibility to adjust hours and work the hours necessary to meet business needs.
- Ability to interface and collaborate in a complex matrix management environment.
- Works well independently as well as effectively within a team.
- Works well under pressure.
- Effective interpersonal and communication skills, both verbal and in writing.
- Excellent presentation skills.
- Great client service skills, including being comfortable interacting with firm clients.
- Exceptional organizational skills.
- Ability to prioritize workload.
- Strong attention to detail.
- Ability to follow directions.
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