Legal Specialist III na Lewisandclark

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Working at Lewis & Clark College

The campus is located on 137 acres of beautifully landscaped grounds in Portland’s southwest hills. Our strong commitment to sustainability is reinforced through recycling programs, energy conservation, alternative transportation options, and farm to fork initiatives. For benefit-eligible positions, we offer a competitive benefits package that includes options for health, dental, vision, tuition, life insurance, retirement and more.

Lewis & Clark College is committed to achieving a diverse workforce. Candidates from diverse backgrounds are encouraged to apply. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, gender identity, sexual orientation, marital status or age.

Lewis & Clark College Support Staff Association

This position is represented by the Lewis & Clark College Support Staff Association Local 4912 of the American Federation of Teachers.

The current LCCSSA Bargaining Agreement can be found here: https://www.lclark.edu/unions/lccssa/

LCCSSA members who apply and meet the minimum qualifications for the vacancy will be interviewed in the same manner as other first-round applicants.

PRIMARY PURPOSE

The Legal Specialist III reports directly to the Director of Faculty Services. This role is primarily responsible for managing exam preparation and delivery, providing advanced paralegal and administrative support to law faculty, and designing and maintaining digital and print materials for courses and events. The ideal candidate will possess strong organizational and technical skills—advanced proficiency with ExamSoft, Adobe Suite, Microsoft Office, web design tools, and data management systems—as well as excellent communication and graphic design experience. To be successful in this position, the individual must excel at working independently, coordinating complex workflows, troubleshooting software issues, prioritizing competing deadlines, and collaborating effectively with faculty, staff, and students.

This position is represented by the Lewis & Clark College Support Staff Association Local 4912 of the American Federation of LCCSSA Collective Bargaining Agreement.

ESSENTIAL DUTIES

Exam Management & Assessment Support

• Manage exam scheduling and delivery in collaboration with the Registrar's Office and Dean of Student Affairs.

• Create and format electronic and hard-copy exams, midterms, quizzes, etc. using ExamSoft. Note: This department is the only one on campus providing this specialized service and occasionally backs up the Registrar's Office in setting up classes in ExamSoft.

• Analyze multiple-choice results and develop rubrics for longitudinal assessment.

• Deliver printed or electronic exam results to professors.

• Release exam results to students as instructed by professors or Registrar's Office.

• Optimize assessment workflows and troubleshoot ExamSoft application issues.

• Make decisions to create, modify and develop all procedures to process and deliver exams using extensive technical knowledge of exam delivery software to troubleshoot problems as they occur.

• Analyze one-of-a-kind issues and make appropriate decisions while maintaining self-direction to organize, prepare, and implement exam procedures on a timely basis.

Legal Document Production & Administrative Support

• Assist law faculty with drafting and formatting scholarly articles, textbooks, casebooks, legal briefs, and pleadings. Note: This department is the only one outside of the clinics that provides this specialized service.

• Format letters, PDF forms, merge templates, spreadsheets, and e-blast emails with Microsoft Office Suite and PDF conversion tools.

• Coordinate class materials, web postings on TWEN (The West Education Network) and Google Classroom, and maintain course rosters.

• Provide comprehensive administrative support to faculty and staff across campus as needed.

Graphic Design & Event Coordination

• Maintain Who's Who photograph publications, seating charts, and flash cards each semester.

• Support events team with name tags, name tents, place cards, and other event materials.

• Perform light graphic work for website including resizing photos for web profiles and faculty pages.

• Provide photo editing and sizing services for various campus publications and web content.

Software Training & Web Support

• Provide user support and training for Microsoft Office Suite, Corel Office Suite, Adobe Creative Suite, and Google Suite (including Google Docs, Sheets, Classroom, Forms, and Gmail support).

• Update law school web pages, news stories, and calendar events via the LiveWhale content management system.

• Advise on secure digital data sharing, document management, and PDF creation best practices.

Data & Adjunct Faculty Coordination

• Develop and maintain a confidential adjunct-faculty database for demographic, class, and salary information.

• Organize database for contract processing in collaboration with Business Services.

• Coordinate adjunct contract data collection with the Registrar's Office and publish updated contact information.

• Monitor and assist adjuncts to maintain compliance with school classroom policies.

• Support approximately 60+ adjunct instructors with course syllabi and course materials, secure copyright permissions, TWEN management, student correspondence, class attendance records, and guest speaker coordination.

• Maintain contact with adjuncts, assisting them with course materials, deadlines, procedures, and law school requirements, as well as guidance regarding copyright law.

• Provide class rosters and other Registrar materials, coordinate with facilities for room reservations and setup.

Other Duties as Assigned

KNOWLEDGE, SKILLS, ABILITIES, & BEHAVIORS

• Superior understanding of legal document production, citations, and terminology

• Proficient with ExamSoft assessment management and longitudinal grading analysis

• Knowledge of photo editing software (Adobe Photoshop, GIMP, CorelDraw, etc.), Microsoft Office Suite, Corel Office Suite, PDF conversion tools, and FileMaker

• Proficient in web content management using LiveWhale CMS, Google Classroom, and TWEN platforms

• Graphic design and photo editing skills using Adobe Photoshop or other comparable programs

• Excellent spreadsheet management skills in Excel and Google Sheets for adjunct and assessment data, including understanding of how to manipulate data using formulas in Excel

• Proficient at developing and implementing efficient exam tracking and delivery systems

• Extremely skilled in troubleshooting software issues and delivering end-user training

• Excellent at communicating effectively with a diverse population of faculty, staff, and students

• Superior at coordinating seamlessly between departments to ensure accurate exam delivery and event logistics

• Superior at prioritizing and managing multiple projects concurrently to meet strict academic deadlines

• Extremely adaptable to new software platforms, updates, and process changes

• Extremely proactive and solution-oriented in addressing faculty support needs

• Superior attention to detail in formatting and quality control of documents and digital content

• Excellent adherence to confidentiality and ethical handling of sensitive student and faculty data, with broad understanding of and compliance with FERPA regulations

• Excellent commitment to fostering an inclusive workplace by respecting diverse perspectives and encouraging equitable participation

REQUIRED EDUCATION / EXPERIENCE

• Bachelor's degree or equivalency

• Five years of legal office experience

• Three years supporting web-based workflows and software

• Experience with legal citations, document production, and photography/graphic tasks

PREFERRED EDUCATION / EXPERIENCE

• Experience working in higher education settings

• Experience coordinating adjunct faculty support, academic event planning, and confidential data management

• Preferred Tech: Microsoft Office Suite; Colleague; Slate; TaskStream; LiveWhale; ExamSoft; Google Suite

JOB CLASSIFICATION

• Job Group Title: Legal Specialist III

• Working Title: Legal Specialist III

• Salary Grade: 17

• FLSA Status: Non-Exempt

• Department: Word Processing--Law Faculty

• Reports To: Director of Faculty Services

• Full-Time: Yes

• Schedule: Monday--Friday, 8:00 a.m. -- 4:00 p.m.; flexibility required during exam periods and special events

PHYSICAL REQUIREMENTS

• Work is primarily conducted in a general office environment, with the majority of tasks performed at a desk or workstation.

• Prolonged periods of sitting at a desk and working on a computer are required throughout the day.

• The role involves frequent communication via phone, email, online meetings, and in person with students, faculty, and staff.

• The job may require lifting up to 20 pounds occasionally, such as handling documents, books, or office supplies.

• Tasks such as filing, organizing materials, and assisting with office activities may require bending, kneeling, and standing.

• There will be repetitive hand movements involved, particularly when using a keyboard, mouse, and other office devices.

Directions for Cover Letter

Please include a cover letter describing your interest in joining Lewis & Clark and the ways you can contribute to a culture of inclusion on our campus.

Lewis & Clark College adheres to a nondiscriminatory policy with respect to educational programs, activities, employment, and admission.  We do not discriminate on the basis of actual or perceived race, color, sex, religion, age, marital status, national origin, the presence of any physical or sensory disability, veteran status, sexual orientation, gender identity, gender expression, or any other basis prohibited by applicable federal, state, and local laws.  The Associate Vice President of Human Resources has been designated to handle inquiries regarding employment- and disability-related non-discrimination policies.  Title IX inquiries may be directed to the Title IX coordinator or deputy Title IX coordinators

(https://www.lclark.edu/about/title_ix_compliance). 

Reasonable Accommodation

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment. 

Background Check

Lewis & Clark College will conduct a background check on the finalist, which will include a criminal record check. If a conviction is discovered, a determination will be made whether the conviction is related to the position for which the individual is applying or would present safety or security risks before an employment decision is made. A criminal conviction does not necessarily automatically bar an applicant from employment.

Eligibility to Work

In order to comply with US Homeland Security Department regulations, all employees must complete an I-9 form in Workday prior to or no later than the first day of work and bring originals (no photocopies) of their supporting documentation to Human Resources no later than the 3rd business day of employment. Failure to have a completed I-9 form on file with the College will result in immediate termination of employment.