Chipton-Ross - Business Operations & Knowledge Management Analyst 5

Apply

: 215216 - Business Operations & Knowledge Management Analyst 5
Industry: PRO
Region: CA-S.Cali-Los Angeles/Orange Counties
City: Seal Beach
State: CA
Rate: Up to $87.53 DOE
Duration: 12 months
Description: Chipton-Ross is seeking a Business Operations & Knowledge Management Analyst 5 for a hybrid (onsite/remote) opportunity in Seal Beach, CA or Mesa, AZ.

Hybrid - 3 to 5 days onsite per business needs.
Multiple locations, must be able to work onsite at any US Client location. Preference is Seal Beach, CA or Mesa, AZ.

BASIC QUALIFICATIONS (REQUIRED SKILLS/EXPERIENCE):
o Proficiency in Microsoft 365 suite, including Teams and Planner, for team collaboration and project management.
o Exceptional organizational and time management skills with the ability to prioritize tasks and meet deadlines independently and collaboratively.
o Strong communication and presentation skills, capable of conveying complex information to diverse audiences.
o High attention to detail and ability to maintain confidentiality when handling sensitive information.
o Proven project management skills, including planning, executing, multitasking, managing timelines, tracking progress, and delivering projects on time.
o Regular and predictable attendance is required.

POSITION RESPONSIBILITIES:
In this role, you will oversee and optimize various business operations processes, manage library subscriptions, coordinate training and continuing education, and lead projects to improve efficiency within the Law & Global Compliance (L&GC) organization. You will create and maintain project timelines, track progress, prepare executive-level presentations and talking points for senior leadership, and assist with legal administration and paralegal work design. This position requires strong project management, organizational, time management, communication, analytical, and problem-solving skills, combined with familiarity with legal processes, compliance requirements, and legal technology tools. Adaptability and a commitment to continuous learning are essential for success in this fast-paced environment.

Library Subscription Management
o Coordinate with suppliers to manage current subscriptions and memberships, ensuring seamless service and timely renewals.
o Serve as the primary contact for subscription-related inquiries, facilitating communication between internal stakeholders and external vendors.
o Process and pay invoices using systems such as Ariba, STAR, NoPO, and P-Card, ensuring accuracy and compliance with policies.
o Manage the Ariba ISC process, including creating and tracking requisitions, purchase orders, receipts, and resolving discrepancies.
o Create and monitor library expense reports and spreadsheets to ensure timely payments, track renewals, and manage invoice due dates.
o Prepare regular expense and subscription status reports for leadership to support budget planning.
o Oversee subscription licenses by managing user access and ensuring compliance with license limits.
o Conduct periodic audits of subscription usage to identify cost-saving opportunities and coordinate trial campaigns for new products.
o Collaborate with suppliers to evaluate and secure optimal subscription offerings.
o Create executive-level presentations to support requests for additional subscriptions or to highlight cost-saving opportunities.
o Support cross-functional teams by providing access to library resources and assisting with subscription-related questions or training.

Training and Continuing Education
o Coordinate training opportunities with third-party vendors to support professional development.
o Organize continuing education presentations in collaboration with outside counsel and internal CLE focal points.
o Source and manage external training offerings, including scheduling, logistics, and communication with participants and vendors.
o Track and maintain records of completed training activities for compliance and reporting.
o Evaluate training feedback and collaborate with stakeholders to enhance future learning opportunities.

Project Management
o Plan, execute, and monitor projects from initiation through completion, defining scope, objectives, deliverables, and timelines.
o Develop and maintain project timelines, track progress, identify potential delays, and proactively address issues.
o Implement project tracking systems to monitor progress, identify bottlenecks, and mitigate risks.
o Work with Director to prepare communication and TPs to provide regular updates to stakeholders, including senior leadership, on project status and outcomes.
o Work with Director to improve efficiency within L&GC and manage ongoing projects to ensure sustained effectiveness.
o Support data analytics efforts by providing relevant information and assisting with success metrics development.
o Work with Director to prepare communication and TPs to present to external groups and stakeholders to secure additional support or resources as needed.
o Develop and implement communication plans for new project rollouts, including creating presentations and materials for leadership.

Business Operations Project Management
o Participate in the design, implementation, and communication of the L&GC Recognition Program.
o Coordinate and schedule the L&GC Professional Development Series, prepare the slide deck, host the sessions, and conduct post-presentation surveys to collect feedback data.
o Coordinate, schedule, and prepare the slide deck for the Law Department Fireside Chat Series.
o Coordinate, schedule, and prepare the Law Department Support Staff slide deck, including managing the presentation and proactively incorporating various enterprise and organizational announcements.
o Collaborate with the CAE team to develop a Professional Toolkit, beginning with sections for Paralegals in the LD group and expanding organization wide.
o Create and distribute a L&GC Knowledge Management Newsletter.
o Contribute to proposals that enhance and expand organizational initiatives aimed at improving efficiency and supporting professional development.
o Support training development initiatives and other special projects as needed.

Work statement is a non-managerial role, non-leadership role.

PREFERRED QUALIFICATIONS (DESIRED SKILLS/EXPERIENCE):
o Experience with Microsoft SharePoint for content management, collaboration, and site administration is required.
o Strong ability to streamline processes, implement process improvements, and standardize workflows, particularly in a legal setting.
o Demonstrated experience in preparing and delivering executive-level presentations and talking points that transform complex and ambiguous information into clear, concise, and impactful messaging.
o Excellent analytical and problem-solving skills to identify inefficiencies and develop effective solutions.
o Strong communication and presentation skills, capable of conveying complex information to diverse audiences.
o Adaptability to change priorities in a fast-paced environment.
o Familiarity with legal processes, compliance requirements, terminology, and legal administrative/paralegal procedures.
o Knowledge of legal technology tools, including e-discovery platforms and legal research databases.
o Familiarity with Salesforce reporting and dashboards for data analysis is a plus.
o Commitment to continuous learning and staying current with industry trends and best practices.

REQUIRED EDUCATION:
Education/experience typically acquired through advanced education (e.g. Bachelor) and typically 15 or more years' related work experience or an equivalent combination of education and experience (e.g. Master+13 years' related work experience, 19 years' related work experience, etc.).

WORK HOURS:
Full-Time/First Shift
8:00 AM - 5:00 PM

ADDITIONAL:
Possible OT required pending business needs.
: Employment will be contingent on clearing a background check. Must clear prior to start date.
Contact: Silmese Graves
sgraves@chiptonross.com
CHIPTON-ROSS, INC.
11832 Fishing Point Drive, Suite 100
Newport News, VA 23606

Phone: (757) 595-0005 x261 or (877) 244-5418 x261

Candidates responding to this posting must currently possess the eligibility to work in the United States. No third parties please.

Employment will be contingent on candidate clearing pre-employment drug screen and background check.

Chipton-Ross provides equal employment opportunities to all employees and applicants for employment without regard to race, color, creed, religion, national origin, sex (including pregnancy), age, disability, sexual orientation, gender identity and/or expression, protected veteran status, genetic information, or any other characteristic protected by Federal, State or local law. This policy governs all areas of employment at Chipton-Ross, including recruiting, hiring, training, assignment, promotions, compensation, benefits, discipline, and terminations.