Practice Management Administrator

Practice Management Administrator

Ballard Spahr is a renowned national law firm with more than 750 lawyers across 18 offices in the United States. A career at Ballard Spahr offers a diverse group of mentors, colleagues, and friends, and strong leadership that provides support and encouragement for career growth. We are seeking a highly organized and proactive Practice Management Administrator (PMA) to support the Litigation Department's Director of Practice Management (DPM) and Department Chair (DC) in the daily business operations of our firm's Litigation Department across all offices. This role offers a unique opportunity to contribute to the success of the firm's largest department, with more than 350 lawyers, by ensuring efficient financial, personnel, and administrative management. The PMA will play a critical role in optimizing departmental operations, managing key initiatives, and providing high-level analytical and organizational support to leadership. This hybrid position offers a work schedule of 3 days a week in the office.

Why Join Us? Innovative Work Environment : Become part of a forward-thinking firm that enjoys substantial support and visibility from the firm's executive leadership. Professional Development : Take advantage of continuous learning opportunities and avenues for career growth. Inclusion : Join a Business Resource Group and share cultural, experiential, or job-related interests, experiences, and / or backgrounds. Impactful Contributions : Play a pivotal role in developing industry-leading solutions that make a significant difference in legal practice and client service.

Your Role : As a Practice Management Administrator within our Litigation department, your responsibilities include financial, personnel, and administrative management. You will :

• Financial Management : Oversee the preparation and distribution of monthly productivity metrics for lawyers and practice groups; analyze data and report findings to the DPM and DC. Coordinate office visit materials for department management and outline potential discussion points for DPM and DC. Contribute to the second and fourth quarter collection campaigns and monitor billing compliance and deadlines. Manage new matter intake and ensure compliance with firm policies. Evaluate and approve non-billable expenses, professional licensing, industry memberships, and continuing education requests. Assist with annual budgeting process. Oversee ACL timesheet policy compliance. Train administrative business professionals on department procedures related to expense management and financial reporting metrics. Participate in monthly financial reviews and follow up on action items.
• Personnel and Talent Support : Maintain and update department staffing, rosters, and mentor / mentee assignments. Coordinate onboarding, integration, and departures of associates and attorneys. Manage associate and attorney departures, leaves of absence, and secondment requests. Participate in associate and attorney lateral integration sessions. Plan and execute department training programs, including annual extended training program for fall associates, the bi-annual eDiscovery boot camps, and bi-annual deposition training sessions. Oversee Workday approvals and assist with the implementation of inclusion initiatives. Update departmental policies and procedural documentation.
• Administrative and Organizational Leadership : Prepare meeting agendas, notes, and financial presentations for department leadership. Support the DPM and DC with scheduling and coordination of meetings and events. Participate in client, departmental, and firm-sponsored events as needed. Serve as a trusted resource and point of contact for all Litigation Department matters. Lead or support speci