Job Summary

The Assistant Director of Legal Administration (Transactions) is responsible for the administration of the contract protocol review processes and records management functions for the Office of the General Counsel (OGC) and completes special projects as assigned. The Assistant Director reports to the Director of Legal Administration and works closely with attorneys in the OGC and Risk Management, this position serves as the operational leader for the legal intake, transaction workflows, and on the provision of operational, administrative, and transactional support to the Office of the General Counsel (OGC).

The Assistant Director serves as a key liaison to internal stakeholders and external partners, supporting the delivery of legal services through effective coordination, compliance, and process management.

This is a hybrid position, working in-person 2-3 days a week.

Essential Functions

• Contract Management
  • Provides transactional support as needed to attorneys handling transactional work, to include:
    • Process contracts for assigned attorney's review by setting up matter in legal document management system, organize related contracts, manage and organize the flow of documents, follow up with clients as necessary.
    • Conduct research as needed to locate any prior agreements, run comparisons and prepare template contracts and amendments for attorney review.
  • Oversee the intake and routing of contracts for legal and risk management review within the OGC.
  • Review submissions for completeness and compliance with institutional requirements before legal review.
  • Support risk mitigation by ensuring contracts receive appropriate review and documentation
  • Act as a primary point of contact with procurement, academic departments, and administrative units regarding contract-related matters.
  • Communicate with faculty, staff, and external parties to obtain necessary information and documentation for contract review.
  • Gather, organize, and prepare materials required by attorneys to conduct legal review.
  • Coordinate with OGC attorneys and stakeholders to ensure the use of appropriate contract templates and compliance with institutional standards.
  • Maintain and track contract review data, including timelines, key milestones, and overall contract volume.
• Contract/Document Database
  • Manages the database for contract tracking software system and assists attorneys in OGC as a primary liaison to other contract subject matter experts like procurement, IT and ORI and for electronic contract management system.
  • Facilitates training sessions with software vendor’s trainer to enhance knowledge of database software and its functions and uses.
  • Trains OGC on use of database software and other contract management systems used by Procurement.
  • Develop dashboards and reporting tools to monitor workload, performance metrics, contract volume, and turnaround times.
  • Develop standard operating procedures, user guides, templates, and training materials.
• Records Management Support
  • Manages OGC electronic and physical record filing system (including Xakia and other successor systems).
  • Oversee legal records management in accordance with the University's Records Retention Schedule.
  • Ensure proper classification, retention, disposition, and secure storage of OGC records.
  • Maintain contract repositories and electronic filing systems to support efficient retrieval and audit readiness.
  • Develop procedures supporting records governance and legal information management.
  • Interacts with IT and vendors as needed to ensure system operations.
  • Provides support to OGC attorneys responsible for University Record Management Policy.
• Administrative/Office Functions
  • Provides administrative support to one or more OGC attorneys, and, when necessary, to anyone in the OGC.
  • Processes legal matters assigned to one or more OGC attorneys in the OGC document system, to include logging it, organizing electronic records, saving related documents, emails, and closing out file upon completion.
  • Manages attorney's calendars: makes travel arrangements, schedules meetings, coordinates meeting spaces, and AV/IT equipment.
  • Assist in preparing reports and training materials as well as other special projects as assigned.
  • Supports Director of Legal Administration.
• Legal Research
  • Locate prior versions of similar agreements at the university.
  • Research standard contract clauses from internal templates.
  • Compare vendor contract terms using existing agreements.
  • Identify expiration dates renewal provisions and notice requirements in contracts.
  • Track changes in contract templates.
  • Research vendor background information and conduct due diligence if necessary. 
• Other duties as assigned. 

Required Qualifications

• Minimum of a Bachelor's Degree or the equivalent combination of education and work experience. (Please review the Equivalency Chart for additional information.)
• Minimum of 5 years of legal administration or transaction support experience.
• Ability to manage multiple projects simultaneously to meet established deadlines.
• Professional written and verbal communication skills.
• Proficiency in the use of technology and knowledge of applications, such as Microsoft 365/Office, Adobe.
• Detail oriented with strong analytical and sound business judgment skills.
• Excellent interpersonal skills, including the ability to build relationships with internal stakeholders and department business team members across the University, and with outside counsel and other vendors as necessary.

Location

• Hybrid/Flexible Work Arrangement - Philadelphia, PA

Additional Information

This position is classified as Exempt, grade L. Compensation for this grade ranges from $69,070 - $103,600 per year. Please note that the offered rate for this position will vary based on the successful candidate’s qualifications and experience, department budget, and an internal equity review.

Applicants are encouraged to explore the Professional Staff salary structure and Compensation Guidelines & Policies for more details on Drexel’s compensation framework. For information about benefits, please review Drexel’s Benefits Brochure.

Special Instructions to the Applicant

Please make sure you upload your CV/resume and cover letter when submitting your application.

A review of applicants will begin once a suitable candidate pool is identified.