The Legal Assistant is responsible for maintaining accurate clinician and physician calendars for meetings and administrative proceedings requested by external parties in relation to legal matters. This position collaborates regularly with senior paralegal(s) and Legal and Compliance program managers, to ensure appropriate handling and coordination of legal/proceeding requests.
Major Responsibilities / Essential Functions -
- Coordinates and schedule clinician/physician appointments with outside requestors (e.g., attorneys, claims adjusters) in connection with litigation matters and other legal and administrative proceedings. Prepares related billing forms for clinician/physician time on legal matters, as appropriate.
- Negotiates with Clinical Scheduling Departments and other stakeholders as needed to ensure calendaring requests are scheduled timely and with the appropriate durations, escalating issues when necessary.
- Follows policy and procedures and employs knowledge of staffing needs and staff availability, to manipulate and maintain clinical schedules
- Updates and maintains applicable tracking databases and forms. Coordinates the responses and completion of various forms and documents from attorneys, adjusters, and government agency representatives in connection with workers’ compensation, disability evaluation, protective services inquiries, and other legal and administrative proceedings.
- Provides office management support for the Senior Deputy General Counsel and litigation team, including digital file maintenance, tracking and filing correspondence, coordination of calendars and schedules, and regular interaction with internal departments and regulatory agencies.
- Prepares and edits a variety of written documents, including correspondence, memos, pleadings, contracts, presentations, and other documents as necessary.
- Provides general administrative support for the Office of Legal Affairs, including assisting with coordination of Continuing Legal Education attendance, expense management, invoice processing, requisitions, and administrative forms.
- Coordinates meetings for attorneys with multiple levels of executive management, including action tracking of key initiatives, assisting with preparing presentations and agendas, and keeping meeting minutes.
- Provides project support and coordination for the legal team, including meeting preparation and digital document organization for legal and administrative matters.
Minimum Qualifications -
- Associate’s degree in Social Science, Business, Healthcare or related field. Paralegal certification plus two (2) years of legal experience may be substituted for degree requirement
- Minimum of two (2) years’ administrative assistant or project coordination experience in a legal setting
- Familiarity with a variety of legal documents including pleadings and administrative legal processes such as workers compensation and disability claims
- Excellent written and oral communication skills
- Excellent word processing skills, spreadsheets, tables, and other documentation ability and experience
- Demonstrated ability to independently manage workload to meet department, project and individual job requirements
- Ability to work in fast-paced, high pressure, changing and complex business environment
- Ability to maintain confidentiality of highly sensitive and privileged information
- Demonstrated ability to work with a diverse group of staff, managers, physicians, and labor partners regarding confidential and complex issues
Preferred Qualifications -
- Bachelor’s Degree in Social Science, business, health care or related field
- Paralegal Certificate
- Three (3) years of experience as a paralegal or legal assistant
- Four (4) years of experience as an administrative assistant in a legal setting
- Demonstrated ability to draft legal documents and perform legal research
- Experience in a health care environment
Join Our Medical Group
Northwest Permanente is a self-governed, physician-led, multi-specialty group of 1,500 physicians, surgeons, and clinicians, caring for 630,000 members in Oregon and Southwest Washington. Kaiser Permanente is one of the nation's preeminent health care systems, a benchmark for comprehensive, integrated, value-based, and high-quality care.
Equal Opportunity Employer
At Northwest Permanente, we are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants without regard to race, color, religion, sex, pregnancy (including childbirth, lactation, and related medical conditions), national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information (including characteristics and testing), military and veteran status, and any other characteristic protected by applicable law. Northwest Permanente believes that equity, inclusion, and diversity among our employees are critical to our success, and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool.
