Legal Administrative Assistant

Location:

Mill Street Office Building

Shift:

Days (United States of America)

Scheduled Weekly Hours:

40

Worker Type:

Regular

Exemption Status:

No

Job Summary:

Provides direct administrative support to the Office of Legal and Enterprise Integrity, supporting department leaders through a range of tasks related to department operations, communication, and organizational effectiveness. Responsible for maintaining foundational knowledge of legal, compliance, and regulatory office practices, healthcare regulatory context, and the confidentiality obligations inherent in in-house legal, compliance and regulatory work. Operates under the direction of assigned lane leader, executing assigned responsibilities accurately and on schedule.

Job Duties:

• Manages leader(s) calendars; schedules meetings and coordinates logistics, resolving conflicts proactively so leaders are prepared for every commitment without day-of surprises.

• Coordinates travel, conference calls, and room reservations; prepares and distributes meeting materials in advance.
• Drafts, proofreads, formats, and distributes correspondence, reports, presentations, memos, and routine communications in accordance with department/team style and professional standards.

• Assists with preparation of legal documents including letters, form agreements, objection letters, and departmental reports under the direction of assigned leader(s).

• Maintains version control and follows document naming conventions consistently.
• Opens, organizes, and maintains matter files in accordance with department protocols and records retention requirements.

• Manages document intake, routing, and filing across both electronic and physical systems; keeps filing current and retrievable.
• Receives and triages incoming requests, deliverables, and correspondence; routes to the appropriate assigned leader or staff member based on urgency and subject matter.

• Tracks open tasks and pending items; surfaces time-sensitive matters without waiting to be asked for a status update.
• Manages invoice logging, coding, and submission through designated billing or financial systems under supervisor or assigned leader direction.

• Reconciles expense reports and maintains supporting documentation; submits accurate and complete on first pass.
• Liaises with internal departments including: Finance, IT, clinical operations, and other departments as directed by assigned leader.
• Assists with coordination of depositions, hearings, and regulatory submissions, including scheduling, logistics support, and preparation of supporting materials.
• Manages department-level office administration including supply management, legal inbox, mail distribution, operational support and team projects.

• Complies with all Geisinger policies and procedures, including HIPAA, information privacy standards, and applicable healthcare regulations.

Work is typically performed in an office environment. Accountable for satisfying all job specific obligations and complying with all organization policies and procedures. The specific statements in this profile are not intended to be all-inclusive. They represent typical elements considered necessary to successfully perform the job.

Position Details:

Skills & Competencies:

• Legal, compliance, and regulatory terminology and professional document standards

• Confidentiality, attorney-client privilege, and regulatory sensitivity

• Matter and case management support

• Document management and electronic filing

• Calendar and scheduling management

• Written and verbal communication at a professional standard

• Intake triage and task prioritization

• Time management and deadline tracking

• Microsoft Office Suite (Word, Outlook, Excel, PowerPoint)

• Office administration

• Working independently on defined tasks within established guidelines
  
  

Education:

High School Diploma or Equivalent (GED)- (Required)

Experience:

Minimum of 2 years-Related work experience (Required)

Certification(s) and License(s):

Skills:

OUR PURPOSE & VALUES: Everything we do is about caring for our patients, our members, our students, our Geisinger family and our communities.

• KINDNESS: We strive to treat everyone as we would hope to be treated ourselves.
• EXCELLENCE: We treasure colleagues who humbly strive for excellence.
• LEARNING: We share our knowledge with the best and brightest to better prepare the caregivers for tomorrow.
• INNOVATION: We constantly seek new and better ways to care for our patients, our members, our community, and the nation.
• SAFETY: We provide a safe environment for our patients and members and the Geisinger family. 

We offer healthcare benefits for full time and part time positions from day one, including vision, dental and domestic partners. Perhaps just as important, we encourage an atmosphere of collaboration, cooperation and collegiality.

Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, genetic information, disability, status as a protected veteran, or any other protected category under applicable federal, state, and local laws.