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Support Operations Manager

2 months ago

Palo Alto, California, United States Skadden Arps Slate Meagher and Flom LLP Full time
About the Role

We are seeking a highly skilled and experienced Support Operations Manager to join our team at Skadden Arps Slate Meagher and Flom LLP. This is a unique opportunity to work in a dynamic and fast-paced environment, overseeing the daily operations of our Legal Assistant and Secretarial Departments.

Key Responsibilities
  • Staff Management: Assess, assign, manage, train, evaluate, and schedule staff in the Legal Assistant and Secretarial Departments.
  • Operational Oversight: Coordinate and oversee daily operations, assignments, and workflow within relevant departments.
  • Departmental Assessment: Consult with attorneys and devise departmental assessment plans to ensure proper daily and long-term workflow and assignments of attorney/secretarial teams.
  • Productivity Monitoring: Actively monitor individual and departmental utilization and productivity.
  • Integration and Collaboration: Work with various department managers in the office to further integrate the overall operational impact of relevant departments.
  • Case Management: Meet with attorneys regularly to continually assess work patterns and operational support required for new cases and overall case management.
  • Leadership and Development: Provide leadership and continued professional development guidance and mentorship, including the advancement of training initiatives.
  • Efficiency and Service: Collaborate with peer managers in Legal Assistant and Secretarial Services departments, along with the management team, to increase departmental efficiency, strengthen employee knowledge and abilities, improve leadership, and maintain high-level service support to attorneys and clients.
  • Financial Management: Assist with the creation of annual departmental budgets and monitor throughout the year.
  • Organizational Development: Assist the Office Administrative Director and Human Resources Manager in developing and facilitating organizational development, performance, and management development programs.
  • Recruitment and Training: Work with Human Resources on recruitment for positions within relevant departments, meet with candidates, and provide feedback to Human Resources as an integral part of the recruitment process.
  • Policies and Procedures: Ensure current knowledge of Firm policies and practices for staff, current knowledge of industry trends, and continued professional development for staff.
  • Performance Management: Effectively utilize the Firm's performance management process to communicate performance expectations, monitor performance, coach employees, and manage unsatisfactory performance.
  • Employee Support: Oversee employees' work performance and provide guidance in the resolution of problems.
  • Disciplinary Procedures: Initiate disciplinary procedures in collaboration with the Human Resources Department.
  • Time and Attendance: Monitor time, attendance, overtime, and expense reports to ensure accuracy and compliance with Firm policies.
  • Efficiency and Effectiveness: Recommend guidelines and practices to promote efficiency, effectiveness, and excellent customer service and improved employee relations, in alignment with the Firm's Core Values.
  • Departmental Guidelines: Develop and communicate departmental guidelines and procedures.
  • Customer Service: Ensure accurate and timely responses to requests for departmental services.
  • Interpersonal and Communication Skills: Demonstrate effective interpersonal, written, and verbal communication skills to facilitate effective work relationships with others.
  • Resource Management: Manage Firm resources responsibly.
  • Firm Operations: Comply with and understand Firm operations, policies, and procedures.
Requirements
  • Law Firm Administration: Current knowledge of law firm administration and department trends and techniques.
  • Firm Operations: Knowledge of Firm operations, policies, and procedures.
  • Litigation and Corporate Transactions: Working knowledge of litigation matters and corporate transactions with litigation support/legal technology experience.
  • Leadership and Supervision: Demonstrated knowledge and experience with leading and supervising others, effectively employing coaching and problem-solving techniques.
  • Project Management: Proven ability to effectively lead, coordinate, and implement projects, processes, and change management.
  • Technical Skills: Strong technological skills, including MS Word, advanced Excel, PowerPoint, and project management and database applications.
  • Firm Software: Knowledge of relevant Firm computer software programs (e.g., Outlook, Word, Excel, PowerPoint), with the ability to learn new software and operating systems.
  • Budgeting: Knowledge and implementation of the annual budget process.
  • Interpersonal and Communication Skills: Demonstrates effective interpersonal and communication skills, both verbally and in writing.
  • Attention to Detail: Demonstrates close attention to detail.
  • Analytical and Organizational Skills: Excellent analytical, troubleshooting, organizational, and planning skills.
  • Policy Administration: Ability to administer Firm policies and procedures.
  • Project Handling: Ability to handle multiple projects and shifting priorities.
  • Confidentiality: Ability to handle sensitive matters and maintain confidentiality.
  • Delegation and Prioritization: Ability to organize and prioritize work and delegate effectively.
  • Adaptability: Ability to work in a demanding and fast-paced environment.
  • Teamwork: Ability to work well independently as well as effectively within a team.
  • Judgment and Discretion: Ability to use discretion and exercise independent and sound judgment.
  • Flexibility: Flexibility to adjust hours and work the hours necessary to meet operating and business needs.
Education and Experience
  • Administrative Experience: Minimum of 5 years relevant administrative management experience in a law firm and/or professional services field.
  • Leadership Experience: Minimum 10 years leadership experience in a professional services environment.
  • Education: Bachelor's degree required.