Administrative Specialist

PURPOSE OF POSITION:

 

This position will provide legal and administrative support to in-house Counsels and/or to the Legal Services Administrator, as assigned. The position will perform such functions as legal research, client intake, preparation of legal communications and applications.  The position is primarily to assist global trademark registration and monitoring, but will also assist  in-house immigration services. This position also performs other general administrative services in support of in-house Counsels' work.

 

MAJOR RESPONSIBILITIES:



· Monitors WVI's global trademark status and updates WVI's trademark database on progress of all new and pending trademark registrations and renewals. Prepares summaries and reports to in-house Counsel on expiring trademark registrations. Communicates with staff of various levels at WV offices, VFI and MFIs to collect information and samples in furtherance of the registration process. Prepares powers of attorneys for local trademark counsel. 

·  Prepares reports for in-house Counsel on status of licensing arrangements with WV offices and MFIs.  Prepares drafts of license agreements and supporting documentation to be reviewed by Counsel. Works with local counsels to record license agreement with local trademark offices, as is legally required.

· Coordinates with the Communications Department and WVI’s internet watch service company to ensure infringement reports are received and being reviewed.  Notifies in-house Counsel of troublesome findings from the review. 

· Compiles and monitors the submission of documentation from various sources needed in support of trademark registrations and visa applications. The various sources from which this documentation is gathered includes but is not limited to: National and Executive Directors, outside counsel, Communications Directors, visa applicants and WVI Human Resources.

· Monitors the status of pending immigration cases and updates WVI Legal's database. Prepares updates reports for in-house Counsel and Legal Services (LS) Administrator on visa and immigration status of all WVI's non-U.S. staff in the country on assignment.

· Assists the LS Administrator in preparing U.S. immigration applications (i.e. work visas, adjustment of status, permanent residency, etc.) and supporting documents.

· Prepares summaries and reports from  specific immigration research matters and briefs in-house Counsel on existing practices of WVI's Immigration policy and new developments in U.S. immigration law.

· Communicates and coordinates with clients, hiring managers, HR, National Directors and other WV staff  to obtain information and documentation for visa applications.

· Communicates and coordinates with U.S. Consulates abroad as well as clients to arrange for issuance of approved U.S. work visas prior to the client’s entry into the United States.

· Prepares general correspondence, memoranda in support of in-house Counsel's work.

· Provide support services to in-house Counsel such as arranging meetings and conference calls and taking calls as needed.

· Assist in-house Counsels and Legal Services Administrator in monitoring budget performance in the areas of trademarks and immigration. Prepare payment requisitions to outside vendors after researching the nature of the charges.

· Carry out additional responsibilities and projects as assigned, including administrative and planning functions.

· Attend and participate in weekly chapel services and daily devotional meetings.

 

KNOWLEDGE, SKILLS AND ABILITIES:

· Proven ability to perform extensive research and analysis.

· General background or experience in a practice area in law, or work experience in law office setting is desirable.

· Proven ability to manage and prioritize multiple tasks assigned in a number of different areas.

· Strong organizational skills to maintain large case load and multiple tasks.

· Strong time management ability is required to meet multiple deadlines as well as unexpected emergency requests Diligence and persistence in following up with clients, employees and others for materials or information required to complete projects, applications, or meet deadlines.

· Knowledge of World Vision's structure, global work and mission is desired.

· Ability to communicate effectively, respectfully, and professionally in both oral and written form to colleagues and clients as well as senior management including National Directors, Vice Presidents and the President.

· Demonstrate a willingness to learn and actively listen to others.

· Ability to work with limited supervision, yet be able to ask questions or for guidance when necessary.

 

 

OTHER POSITION REQUIREMENTS: Language

Basic Conversation: English

Business Communications: English

Fully Fluent: English 

 

CORE CAPABILITIES:

 

. Communicating information effectively

This capability is about managing the communication of ideas, requests and information to others. It involves openness, listening, reflection, feedback, and includes non-verbal, verbal and written channels. The emphasis is also on maintaining positive relationships. Indicators: ** Uses effective questions to gather relevant information ** Writes clearly and conveys intended meaning ** Listens actively, shows appropriate nonverbal behaviour. Presents appropriate information openly and willingly

 

. Practicing accountability and integrity

This capability is about exercising stewardship of resources and proving to be trustworthy. It means being consistent between the actions we take and the words we use. It involves adhering to standards of service and honouring them in a professional way. Indicators. Clarifies the standards that need to be followed  Demonstrates personal integrity and trustworthiness Pursues thoroughness and appropriate detail.  Communicates with integrity to different stakeholders. Maximises use of resources to meet standards

 

. Demonstrating Christ-centered life & work

This capability is about living out a positive, compassionate and sensitive approach to witness and service as a follower of Christ. This includes supporting investments in spiritual formation and corporate spirituality while seeking to develop spiritual maturity.Indicators: (behavioural examples will vary by region, culture & context) ** Affirms and explains the basic principles of the Christian faith ** Seeks to reflect Christ-like values in all aspects of life ** Seeks spiritual growth for self and others ** Respects and collaborates with people of other faiths ** Links personal mission and work to spirituality ** Demonstrates a growing understanding of Christian spirituality. Contributes to corporate spirituality

 

. Building collaborative relationships 

This capability is about managing the communication of ideas, requests and information to others. It involves openness, listening, reflection, feedback, and includes non-verbal, verbal and written channels. The emphasis is also on maintaining positive relationships. Indicators: ** Uses effective questions to gather relevant information ** Writes clearly and conveys