What are the responsibilities and job description for the Manager of Administration position at Jenner & Block LLP?
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ABOUT JENNER & BLOCK
Jenner & Block (www.jenner.com) is a law firm with global reach, with more than 500 lawyers and offices in Chicago, London, Los Angeles, New York and Washington, DC. The firm is known for its prominent and successful litigation practice and experience handling sophisticated and high-profile corporate transactions. Firm clients include Fortune 100 companies, large privately held corporations, financial services institutions, emerging companies and venture capital and private equity investors. The American Lawyer magazine has ranked Jenner & Block as the #1 pro bono firm in the United States 10 times, most recently in 2019. The firm has been ranked in the top 10 in this category every year since 1990.
POSITION REQUIREMENTS:
This role will require strong leadership and performance management skills, a strategic mindset and an ability to team effectively with peers and stakeholders across different departments within Jenner & Block. It will require someone who is professional, self-motivated, innovative and committed with the flexibility to work as the Los Angeles office needs dictate. We are looking for a true leader with a high EQ and who enjoys a close team dynamic with subordinates, peers and management.
ESSENTIAL JOB FUNCTIONS &RESPONSIBILITIES:
- Work with the firm’s Human Resources department to coordinate recruiting and hiring of Practice Assistants and Legal Assistants including review of job descriptions, posting positions, and candidate interviews in collaboration with the Los Angeles office’s Director of Administration. Assist in the recruiting and hiring of all other office support staff.
- Manage the Practice Assistant/Legal Assistant staff including: coordinating assignments; promoting teamwork and collaboration among the admins; 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.
- Resolve 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 Los Angeles office’s Director of Administration and Firm Human Resources leadership.
- Onboarding/off-boarding of support staff and lateral attorneys including preparing and submitting new/departing employee paperwork, submission of new hires in the firm’s electronic personnel dashboard, working with the Human Resources department to coordinate onboarding and orientation for new hires, , preparing and submitting attorney departure memos and firm-wide attorney departing emails in collaboration with Human Resource and Legal Recruiting departments.
- Liaise with Human Resources regarding new initiatives and policy rollouts.
- Collaborate with functional areas including Hospitality, Reception, Records Management, Human Resources, IT, Finance and Office Services to facilitate work flow, enforce firm policies and procedures and resolve any issues that may arise.
- Actively participate in management of the Los Angeles office and support firm-wide initiatives.
- Serve as backup for the Facilities Manager including serving as additional contact for building security, issuing building IDs, security breaches, entering facility-related requests in the building’s maintenance request system, supply ordering and maintaining master key to assist with office lockouts.
- Coordinate annual onsite flu clinic, wellness seminars, Fidelity presentations and maintain corporate gym membership subscription.
- Serve as backup to Los Angeles office’s Director of Administration in their absence.
QUALIFICATIONS:
- Undergraduate Degree preferred.
- Excellentcommunicationskills,dedicationtocustomerservice,effectivetimemanagementandworkingknowledgeofPCapplications.
- Previousstaff management experience with HR functions.
REQUIREMENTS:
- 5 years support staff management experience including Human Resource functions preferably in a law firm or other fast‐paced environment
- Professional demeanor, presence, attitude and strong interpersonal skills
- Knowledge of California employment laws strongly preferred.
- Excellent written and verbal communication skills
- ComputerapplicationsincludingMicrosoftWord,Outlook,Excel, HRIS, ADP, Document Management SystemsAbility to manage several tasks at once and work with minimal supervision
- Ability to work well under pressure and adapt to changing circumstances
- Highly organized with strong attention to detail
- 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-relates projects and events.
COVID-19 VACCINATION PROTOCOL
Jenner & Block LLP requires all US employees be documented as fully vaccinated. Exemption requests related to a medical or pregnancy contraindication, or a sincerely held religious belief, will be reviewed and considered dependent on the firm's ability to provide an accommodation without undue hardship. The firm will not allow negative COVID-19 test results in lieu of verification of full vaccination.
