Department: Administrative Resource Center
The primary purpose of the ARC Operations Manager is to support a highly efficient and effective word-processing and document-services operation. Under the general direction of the Director, the ARC Operations Manager oversees the day-to-day functions of the Administrative Resource Center, ensuring consistent, high-quality service delivery. This role serves as an accessible resource for all firm personnel, proactively engaging with users and assisting with their document needs. The Operations Manager is responsible for supervising all shift coordinators, monitoring the timely completion of routine tasks, and managing the intake, assignment, and reporting of all work requests. The overarching goal of the position is to provide strong leadership and operational oversight for overflow and off-hours document-processing support.
This position is fully remote if located in a state with a Ballard office.
Your Role: As the ARC Operations Manager within the ARC team, you will:
- Manage Intake Requests. Monitor service and resource request system queues and take appropriate action(s). Request queues include the ARC Inbox and all subfolders, ServiceNow, BigHand, telephone and voicemail, fax boxes (after hours), and MS Teams; assess each request and estimate the completion time; communicate with requester if there are any questions on the intake.
- Coordinate Workflow. Assess priorities for ARC staff, including managing all work assignments; oversee responsibility for special projects; arranging for adequate coverage when staff are absent; assessing the need for overtime; oversee training and assignment of work to Opensity backfill and other temporary staff.
- Ensure Quality. Ensure quality control through thorough proofing and editing of department work products.
- Create Structure. Work closely with department management on developing and implementing policies and procedures; enhance user services and relationships, assess team equipment and software; provide risk management guidance; understand ethical wall management; oversee ARC file storage management and file retention program; recommend automation enhancements.
- Assess Performance. Participate in recruiting and training new ARC personnel; conduct or provides input in performance evaluations; monitor attendance; provide routine feedback to staff relating to performance; recommend disciplinary action when appropriate.
- Provide Information. Report regularly to department management on team goals, objectives, projects, and accomplishments.
What We're Looking For:- Growth Mindset: Self-motivated with a passion for continuous learning and problem-solving.
- Communication: Strong verbal and written communication abilities.
- Detail-Oriented: Keen attention to detail with the ability to manage multiple priorities and deadlines independently.
Required Experience:The ideal candidate will hold a high school diploma, with a bachelor's degree preferred, and bring at least three years of experience in law-firm practice support or word-processing services, including prior supervisory or management experience. They should demonstrate advanced proficiency in Microsoft Word, Outlook, PowerPoint, and Excel, along with strong typing skills of at least 70 WPM, excellent grammar and proofreading abilities, and familiarity with legal terminology, forms, and electronic court filing. Experience with legal-specific software such as AIA, NetDocs, WorkShare, Litera Change-Pro, and BigHand Dictation is strongly preferred. The role requires strong initiative, the ability to work independently with minimal supervision, and the interpersonal skills necessary to collaborate effectively with personnel at all levels. Exceptional organizational, communication, and problem-solving skills are essential, as is the ability to multitask efficiently and maintain regular, predictable attendance, including working beyond standard hours when needed.
The targeted salary range for this position is from $95,000 - $115,000, which reflects the firm's good faith and reasonable estimate of possible compensation at the time of posting. Actual pay will depend on several factors, such as the candidate's experience, qualifications, and location.
For eligible employees, Ballard Spahr offers medical, dental, vision, and life insurance, health savings accounts, flexible spending accounts, short and long-term disability, a 401(k)-retirement savings plan, paid time off, sick leave, paid holidays and an employee assistance program. A detailed summary of available benefits can be found here on our Careers website.
Ready to Grow with Us?If you are ready to play a vital role in the firm's success, we encourage you to apply and be a part of our commitment to excellence.
At Ballard Spahr, we believe that our skills, perspectives, and backgrounds drive innovation and excellence, while our unique culture fosters collaboration and success. Our culture of thriving together forms the cornerstone of how we deliver exceptional service and position our firm for a strong future. We welcome and encourage applicants from all backgrounds to apply.
