Legal Administrative Coordinator

GENERAL SUMMARY The Legal Administrative Coordinator will provide essential administrative support to the Administration team and reports to the CEO/President. This role will assist with managing contracts, maintaining legal files, recording and distributing board meeting minutes, and supporting the legal team in various healthcare-related legal matters. The position is critical in ensuring that the hospital remains compliant with legal, regulatory, and policy requirements while maintaining an organized and efficient legal administration process. ESSENTIAL FUNCTIONS 1. Contract Management: · Assist with drafting, reviewing, and managing contracts including vendor agreements, service contracts, and employment agreements. · Maintain a system for tracking contract timelines, renewals, amendments, and compliance with hospital standards. · Ensure all contracts comply with legal, regulatory, and hospital policy requirements before execution. · Collaborate with relevant departments to ensure contracts align with hospital objectives and meet legal requirements. · Track and store executed contracts and manage the process for obtaining necessary signatures. 2. Legal Documentation & Administration: · Organize and maintain legal documents, including contracts, filings, and correspondence, ensuring they are accurately recorded and easily accessible. · Provide support in preparing and reviewing legal documents for various hospital legal matters. · Assist with legal research and drafting documents needed for regulatory submissions or internal policies. 3. Board Meeting Support: · Attend hospital board meetings to record comprehensive and accurate minutes. · Prepare and distribute minutes to board members and other stakeholders in a timely manner. · Assist with the coordination of board meeting agendas and distribute relevant materials before meetings. · Follow up on action items from board meetings to ensure timely completion of tasks. 4. Compliance and Regulatory Support: · Assist in monitoring compliance with healthcare laws and regulations, including HIPAA and patient privacy requirements. · Track and maintain records related to regulatory filings and hospital compliance activities. · Support internal audits, investigations, or compliance initiatives to ensure the hospital remains in adherence with applicable laws. 5. General Legal Support: · Act as a liaison between internal departments, outside legal counsel, and other stakeholders. · Handle confidential and sensitive legal information with discretion and professionalism. 6. General Administrative Tasks: · Perform various clerical tasks such as filing, answering phones, and handling mail for any legal matters. · Organize and prioritize work to meet deadlines and ensure smooth workflow within the department. KNOWLEDGE, SKILLS, ABILITIES REQUIRED: · Education: Associate’s degree in Paralegal Studies, Legal Studies, or a related field required. Certification as a Legal Assistant or Paralegal (e.g., from NALA, NFPA) is preferred. · Experience: 2-4 years of experience in a legal administrative role, preferably within a healthcare or hospital setting. Experience with contract management, including drafting, reviewing, and organizing contracts. Knowledge of healthcare laws and compliance standards (e.g., HIPAA, patient privacy laws) is highly preferred. Experience with preparing and recording meeting minutes, particularly for board or executive-level meetings. · Skills: Strong organizational skills, with the ability to manage multiple tasks and meet deadlines. Excellent written and verbal communication skills, with the ability to draft and edit legal documents. Strong attention to detail, confidentiality, and professionalism when handling sensitive legal information. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and legal management software. Strong interpersonal skills, with the ability to work collaboratively and communicate effectively with multiple departments. Produce and file various legal documents Maintain legal files and records Transcribe from dictation legal correspondence Revise and proofread legal documents File and track legal documents Reviewing various legal documents including trusts Help support the legal department and attorneys Provide administrative support to the legal department Provide administrative support to the attorneys and legal assistants Revise legal documents in accordance with attorneys' requests Provide general administrative support for the legal department Assist attorneys with office files Prepare correspondence and other documents responsive to legal requests Performing executive assistant/legal secretary duties Obtain attorney signatures and notarizations on legal documents Preparing routine correspondence, memoranda and legal documents Manage the filing of legal documents, administer distribution of legal filings and maintain filing systems Maintain a variety of legal files Assist in preparing legal documents and general file maintenance Provide administrative/secretarial support to the legal department