Robins Kaplan

JOB PURPOSE

The Human Resources Administrative Assistant supports the firm’s national Talent Management team and is responsible for a broad range of Talent Management programs and administrative support. The HR Administrative Assistant works closely with the Attorney Recruiting Manager and the Director of Talent to implement the firm’s recruiting initiatives, coordinate the firm’s alumni program, and support project work across the Talent Management team.

WHERE YOU WILL WORK

Flexible Work Schedule: Robins Kaplan LLP offers employees the benefit of flexible works schedules. This position has the option of working remotely 2-3 days per week.

ESSENTIAL FUNCTIONS

Talent Acquisition (40%) 

• Collaborate with the Attorney Recruiting Manager to coordinate various aspects of the firm’s Summer Associate Program which may include, pre-arrival logistics, scheduling and communications, orientation coordination, and social events planning.
• Support recruiting efforts for attorney and professional staff roles by maintaining the applicant tracking systems, posting jobs, processing background checks.
• Provide hiring, onboarding, and offboarding support for temporary project attorneys.
• Participate in the preparation of the firm’s NALP forms and other recruiting related survey responses with supervision from the Attorney Recruiting Manager. 
• Process invoices and expense reimbursement requests for candidates and other department expenses.
• Input search firm agreements into IronClad and maintain search firm contact information in the firm’s internal intranet.
• Post job openings on law school alumni sites, external job boards, and firm web site.
• Participate as active member of task-forces to update recruiting and promotional materials, web site, social media presence. On request, take on special projects related to recruiting and the summer associate program.

Talent/Administrative Support (40%) 

• Create attorney orientation plans and handle corresponding scheduling, initiate electronic onboarding paperwork, greet new hires on their first day, provide an office tour, and complete Form I-9.
• Coordinate firm events including community service outreach opportunities and quarterly communication meetings.
• Conduct regular audits of personnel documentation including personnel files and Form I-9.
• Coordinate and manage employee gifts including new hire gifts, baby gifts, bereavement gifts, advancement gifts and retirement gifts.
• Assist firm members with ergonomic assessments via coordination with external ergonomic consultants.
• Assist with data entry and data maintenance in the HRIS, UKG.
• Process invoices and monthly expense reports as requested.

Attorney Alumni Program (20%)

• Facilitate the preparation of alumni relations materials across multiple internal and external-facing mediums including newsletters, social media posts, LinkedIn groups, and website.
• Maintain content on the alumni website including articles, events, photos, videos, career moves and job postings.
• Maintain information about Robins Kaplan alumni program in the firm’s internal intranet.
• Assist the Attorney Recruiting Manager with new alumni initiatives.

KNOWLEDGE AND SKILLS REQUIRED

• Strong computer skills including Outlook, Microsoft Word, Power Point and Excel for formatting graphs, charts and other visual methods of presenting information. Knowledge of viDesktop/viRecruit and/or UltiPro is beneficial.
• Maintains professionalism and strict confidentiality in all personnel, client and firm matters.
• Strong attention to detail.
• Excellent interpersonal, verbal, and written communication skills. Ability to communicate with courtesy and diplomacy, efficiently follow written and verbal instructions, provide information, and maintain effective relationships with a diverse group of attorneys, candidates, clients, staff, and outside contacts.
• Exceptional organizational, planning, and project management skills including record keeping, data collection, and system information. Ability to compile and analyze data and furnish concise, detailed information in report format, written correspondence, email, or verbally.
• Exhibit high degree of initiative in managing multiple priorities simultaneously in a fast-paced, deadline-driven, detail-oriented work environment. Ability to work with frequent interruptions and adapt to changes in workflow.
• Dependable team player with high energy, creativity, and vision who works collaboratively and cooperatively with others in a team-oriented environment. Ability to act independently within scope of the position’s responsibilities as a contributor on all levels.
• Strong customer service orientation. 
• Ability to perform under stressful conditions in a thoughtful, organized, and professional manner.
• Ability to establish credibility, build trust and influence, and gain the confidence of firm leadership, attorneys, other professionals, and their team.
• Knowledge of and familiarity with diversity and inclusion best practices.
• Ability to exercise good judgment and work autonomously.

EDUCATION AND EXPERIENCE REQUIREMENTS

• Bachelor’s degree or equivalent experience required.
• Experience in customer service, data entry, project management and/or administrative support required.
• Experience in human resources, talent acquisition, or marketing/communications experience is a plus and preferred.

PHYSICAL DEMANDS OF POSITION

Work is performed in a professional office environment and requires the following during the work day:

• Must be able to remain in a stationary position for long periods of time (working at a computer)
• Ability to move/traverse about inside the office intermittently throughout the day (attend meetings, access file cabinets, obtain supplies from supply room, etc.)
• Operate computer and other office equipment such as a copy machine, printer, telephone, etc.
• Repetitive movement (i.e. heavy computer/keyboard use).
• Individual will interact regularly with others verbally, in-person, and via written communication.
• May require occasional light lifting (files, copy paper, etc.).

IN ADDITION TO THE ESSENTIAL FUNCTIONS OUTLINED ABOVE

• Must be willing to work occasional overtime, especially during peak recruitment season and the summer associate program.
• Individual in this position will provide additional assistance and support as directed by his/her supervisor.
• This job description is subject to change at any time.

It is the policy of Robins Kaplan LLP to provide equal employment opportunities for all without regard to race, color, religion, gender, gender identity/expression, sexual orientation, age, national origin, disability or any other status protected by federal, state or local law. It is also our policy to work with individuals with disabilities when reasonable accommodations, sufficient to allow a person with a disability to perform the essential functions of their job, may be needed. It is our policy to be a workplace free from illegal discrimination and harassment. 

At Robins Kaplan LLP, our commitment to diversity has been constantly renewed and revitalized since the founding of our firm in 1938. We recognize that the professionals we employ are our primary assets. Without skilled human resources, the legal advice and courtroom advocacy we provide to our clients is diminished. We are committed to advancing diversity by ensuring that fairness, respect and professional opportunity for everyone are integral to all of our recruiting, retention and promotion efforts. We believe that the diverse background of our people brings necessary and varied perspectives that enrich our practice of law. Those perspectives make us more than a diverse law firm; they make us a smart one.