Dignity Health Legal Executive Coordinator in Phoenix, Arizona
Dignity Health, one of the nation’s largest health care systems, is a 22-state network of more than 9,000 physicians, 63,000 employees, and 400 care centers, including hospitals, urgent and occupational care, imaging and surgery centers, home health, and primary care clinics. Headquartered in San Francisco, Dignity Health is dedicated to providing compassionate, high-quality, and affordable patient-centered care with special attention to the poor and underserved. In FY17, Dignity Health provided $2.6 billion in charity care, community benefit, and unpaid cost of government programs. For more information, please visit our website at. You can also follow us on and.
POSITION SUMMARY: Legal Executive Coordinator
The Dignity Health Legal Department (“Legal Department”) is responsible for the provision of legal services and management of the legal affairs for Dignity Health and its hospitals, subsidiaries and affiliated businesses, including the Dignity Health Corporate Real Estate Department among others (“Dignity Health”). The Legal/Executive Coordinator (“Coordinator”):
Serves as a member of the Legal Department;
Is a team member and integral part of the Real Estate Center of Excellence (“RECOE”), the functional division of the Legal Department that primarily supports Dignity Health’s Corporate Real Estate Department and Dignity Health facilities on their real estate, construction and leasing legal matters;
Reports to the Senior Counsel, Real Estate & Construction (“Lead Attorney”) or his/her delegate, and any other assigned attorney(s) or paralegal(s);
Performs complex administrative, secretarial and legal support for the Lead Attorney and any other assigned attorney(s) or paralegal(s);
Possesses the demeanor, maturity, skill, discretion and professionalism to work and interact effectively with multiple and diverse constituencies who may be internal or external to Dignity Health and the Legal Department; and
Strictly maintains the confidentiality of all privileged and other confidential, proprietary or non-public information that he/she may come across in the course of performing his/her duties.
KEY RESPONSIBILITIES & ACCOUNTABILITIES
The Coordinator will have the following key duties, responsibilities and accountabilities:
To provide general legal/executive administrative and secretarial support for the Lead Attorney and any other assigned attorney(s) or paralegal(s).
At the direction of the Lead Attorney and any other assigned attorney(s) or paralegal(s), to prepare and proofread leases, construction contracts, real estate documents, agreements, contracts, memoranda, charts, presentations, spreadsheets, correspondence, and other reports or records in an effective and efficient manner using the Microsoft Office product suite (including, without limitation, Microsoft Word, Excel, SharePoint and PowerPoint) and other technologies tools.
To actively employ the Legal Department’s matter management solution (currently Practice Manager) and other technologies or tools maintained in the Legal Department in the performance of administrative services and support for the Lead Attorney and other assigned attorney(s) or paralegal(s). In this regard, the Coordinator must be or become proficient in the use and capabilities of Practice Manager and other tools or technologies. Further, the Coordinator must learn, understand and actively apply the policies, procedures and conventions established by the Legal Department in connection with the use of its matter management solutions, databases, and other technologies or tools.
To facilitate, manage, administer and assist with the day-to-day professional, executive and business activities and affairs of Lead Attorney and other assigned attorney(s) or paralegal(s). In this regard, the Coordinator must support and enhance the effective performance of the duties and responsibilities of the Lead Attorney and other assigned attorney(s) or paralegal(s).
To proactively manage the complex calendars of the Lead Attorney and other assigned attorney(s) or paralegal(s), including the scheduling of multiple and conflicting appointments, conference calls (both small and large group calls), internal and external meetings, travel and other commitments. In this regard, the Coordinator must communicate with the Lead Attorney and other assigned attorney(s) or paralegal(s) frequently to understand calendar priorities and resolve conflicting requests; have the capability to schedule multiple parties (both internal and external) concurrently; and be proficient in the use of Microsoft Outlook’s calendar functions, including its calendar invitation functions.
To plan and organize on-site and external meetings or conferences (including videoconferences and conference calls) that may be sponsored by the Legal Department, Lead Attorney or other assigned attorney(s) or paralegal(s), including to secure appropriate conference rooms and other internal or external meeting space or locations; to arrange for and/or secure any video, audio, technical or other equipment or technology required for the meetings; to plan for and arrange any meals or other similar items required for the meetings; to assist with the preparation and distribution of notices and agenda for meetings; and to provide administrative support for the meetings, when requested. The Coordinator also may attend meetings to transcribe or prepare minutes or other written records.
To proactively plan and manage the travel arrangements of the Lead Attorney and other assigned attorney(s) or paralegal(s), including the scheduling of airplane, hotel, rental car or transportation, and other travel arrangements. In this regard, the Coordinator must communicate with the Lead Attorney and other assigned attorney(s) or paralegal(s) regularly to understand travel priorities, and must be or become proficient in the use of Concur (Dignity Health’s travel and expense reporting system) for travel and travel, airline, hotel or rental car websites.
To prepare, manage and submit monthly expense reports for the Lead Attorney and other assigned attorney(s) or paralegal(s). In this regard, the Coordinator must understand Dignity Health’s travel and entertainment policies and be or become proficient in the use of Concur for expense reporting.
To establish, organize and maintain files and filing systems, including the maintenance of files in Practice Manager, SharePoint and other appropriate systems, for the retention of electronic, paper and other records for the Lead Attorney and other assigned attorney(s) or paralegal(s) consistent with the requirements and practices of the Legal Department.
To receive and manage mail for the Lead Attorney and other assigned attorney(s) or paralegal(s) and independently answer correspondence or take appropriate action when requested or appropriate.
To answer and receive phone calls and other communications from internal and external parties for the Lead Attorney and other assigned attorney(s) or paralegal(s), to respond to such phone calls and communications in a professional, courteous and dignified manner, and to manage and facilitate the appropriate resolution of phone calls and communications (whether by taking a message, forwarding the call to another member of the Legal Department or otherwise).
To support and assist the General Counsel, Vice President/Associate General Counsel – Legal Administration, Lead Attorney or others with the management and administration of the Legal Department, including assistance with special projects.
To manage, organize and perform a variety of activities simultaneously (i.e., multi-task), while maintaining accurate and complete records and files.
To demonstrate the judgment and maturity required to handle crisis or difficult situations ensuring that appropriate decisions are made and essential people are contacted in a timely manner to manage the crisis or situation.
To strictly maintain the confidentiality of all privileged and other confidential, proprietary or non-public information or matters that he/she may come across in the course of performing his/her duties as the Coordinator, including company, transactional, personnel or administrative information and records.
To maintain excellent working relationships and work collaboratively as a team member with and in support of (i) other members of the Dignity Health Legal Department (including attorneys, paralegals, other legal coordinators and paralegals), (ii) the Corporate Real Estate Department and their respective executive coordinators or other support staff, (iii) hospital leadership teams and their support staff (including corporate, service area and hospital leadership), and (iv) other internal and external constituencies.
To demonstrate excellent human relations skills and the ability to exercise good judgment, dignity and discretion as it relates to the affairs of Dignity Health and the Legal Department.
To proactively support the goals and initiatives of the Legal Department, both internally within the Legal Department and externally throughout Dignity Health.
To (i) manifest a commitment to Dignity Health’s Mission and Core Values, (ii) act and demonstrate behavior consistent with the Dignity Health’s Core Values in fulfilling the duties and responsibilities described in this Position Description, and (iii) contribute to a positive working environment in the Legal Department for all employees.
To perform other duties and responsibilities as may be requested from time to time by the Lead Attorney and other assigned attorney(s) or paralegal(s).
High school graduate or equivalency. College degree (either Associate or Bachelor Degree) preferred.
A minimum of 5-years of experience supporting lawyers and paralegals in a busy transactional environment at a law firm or in-house legal services department, preferably including the development, assembly and management of contracts and other documents. Previous experience with corporate or business law or the performance of legal services related to purchasing and information technology is desirable.
Substantial knowledge of current executive/legal secretarial and office business practices, business mathematics, proficiency in the maintenance of administrative systems, and experience with the preparation of correspondence or other basic documents with and without supervision.
Significant experience and proficiency in the use and application of office and legal-related computer programs, systems, technology and tools, including the Microsoft Office product suite, such as Microsoft Outlook, Microsoft SharePoint, Microsoft Word, Microsoft Excel, Microsoft PowerPoint and Microsoft Access (i.e., the database program). Knowledge and experience, or willingness to learn and become proficient, with Practice Manager and other technologies or tools used in the Dignity Health and the Legal Department.
Good working knowledge of and familiarity with legal terminology; general knowledge of real estate, leasing, construction, medical and health care-related terminology is desirable.
Highly organized and excellent organizational skills.
Creative, proactive, intuitive, driven and good judgment.
Experience with working in and navigating complex and dynamic corporate organizations.
Excellent written and verbal communication skills, including communication in a clear, concise and practical manner. Good editing and proof-reading skills.
Demonstrated ability to multi-task, and to prioritize, manage and turn-around significant and diverse work under pressure in an effective and timely manner and with frequent interruptions.
Excellent telephone and email skills and etiquette.
Professional appearance and demeanor.
Ability to deal with ambiguity.
Ability to complete tasks in a timely and effective manner.
Demonstrated ability to work closely and maintain good working relationships with and relate well to highly driven, diverse executives and their secretaries, coordinators or assistants.
Ability to work independently with minimal hands-on supervision, yet exhibiting good judgment in seeking guidance and direction from the Lead Attorney and other assigned attorney(s) or paralegal(s).
A commitment to (i) the “client experience” and high quality services, (ii) transparency and accountability, and (iii) being a “team player”.
Dignity Health is an EEO/AA employer.
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Dignity Health is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected Veteran status or any other characteristic protected by law. For more information about your EEO rights as an applicant, please
If you need a reasonable accommodation for any part of the employment process, please contact us by telephone at (415) 438-5575 and let us know the nature of your request and your contact information. Requests for accommodation will be considered on a case-by-case basis. Please note that only inquiries concerning a request for reasonable accommodation will be responded to from this telephone number.
Job ID 2018-55606
Employment Type Full Time
Hours / Pay Period 80
Facility Dignity Health System Office
Standard Hours Mon-Fri
Work Schedule 8 Hour