Staff Analyst 5
 Spectraforce Technologies | |
 United States, California, Seal Beach | |
 Aug 03, 2025 | |
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Title- Staff Analyst 5 Location- Seal Beach, CA and Mesa, AZ (hybrid - 3 to 5 days onsite per business needs) Duration- 12 months, possible extension Job Description 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. Key Responsibilities: Library Subscription Management * Coordinate with suppliers to manage current subscriptions and memberships, ensuring seamless service and timely renewals. * Serve as the primary contact for subscription-related inquiries, facilitating communication between internal stakeholders and external vendors. * Process and pay invoices using systems such as Ariba, STAR, NoPO, and P-Card, ensuring accuracy and compliance with policies. * Manage the Ariba ISC process, including creating and tracking requisitions, purchase orders, receipts, and resolving discrepancies. * Create and monitor library expense reports and spreadsheets to ensure timely payments, track renewals, and manage invoice due dates. * Prepare regular expense and subscription status reports for leadership to support budget planning. * Oversee subscription licenses by managing user access and ensuring compliance with license limits. * Conduct periodic audits of subscription usage to identify cost-saving opportunities and coordinate trial campaigns for new products. * Collaborate with suppliers to evaluate and secure optimal subscription offerings. * Create executive-level presentations to support requests for additional subscriptions or to highlight cost-saving opportunities. * Support cross-functional teams by providing access to library resources and assisting with subscription-related questions or training. Training and Continuing Education * Coordinate training opportunities with third-party vendors to support professional development. * Organize continuing education presentations in collaboration with outside counsel and internal CLE focal points. * Source and manage external training offerings, including scheduling, logistics, and communication with participants and vendors. * Track and maintain records of completed training activities for compliance and reporting. * Evaluate training feedback and collaborate with stakeholders to enhance future learning opportunities. Project Management * Plan, execute, and monitor projects from initiation through completion, defining scope, objectives, deliverables, and timelines. * Develop and maintain project timelines, track progress, identify potential delays, and proactively address issues. * Implement project tracking systems to monitor progress, identify bottlenecks, and mitigate risks. * Work with Director to prepare communication and TPs to provide regular updates to stakeholders, including senior leadership, on project status and outcomes. * Work with Director to improve efficiency within L&GC and manage ongoing projects to ensure sustained effectiveness. * Support data analytics efforts by providing relevant information and assisting with success metrics development. * Work with Director to prepare communication and TPs to present to external groups and stakeholders to secure additional support or resources as needed. * Develop and implement communication plans for new project rollouts, including creating presentations and materials for leadership. Business Operations Project Management * Participate in the design, implementation, and communication of the L&GC Recognition Program. * 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. * Coordinate, schedule, and prepare the slide deck for the Law Department Fireside Chat Series. * Coordinate, schedule, and prepare the Law Department Support Staff slide deck, including managing the presentation and proactively incorporating various enterprise and organizational announcements. * Collaborate with the CAE team to develop a Professional Toolkit, beginning with sections for Paralegals in the LD group and expanding organization wide. * Create and distribute a L&GC Knowledge Management Newsletter. * Contribute to proposals that enhance and expand organizational initiatives aimed at improving efficiency and supporting professional development. * Support training development initiatives and other special projects as needed. Required Skills: * Proficiency in Microsoft 365 suite, including Teams and Planner, for team collaboration and project management. * Exceptional organizational and time management skills with the ability to prioritize tasks and meet deadlines independently and collaboratively. * Strong communication and presentation skills, capable of conveying complex information to diverse audiences. * High attention to detail and ability to maintain confidentiality when handling sensitive information. * Proven project management skills, including planning, executing, multitasking, managing timelines, tracking progress, and delivering projects on time. Preferred Skills: * Experience with Microsoft SharePoint for content management, collaboration, and site administration is required. * Strong ability to streamline processes, implement process improvements, and standardize workflows, particularly in a legal setting. * Demonstrated experience in preparing and delivering executive-level presentations and talking points that transform complex and ambiguous information into clear, concise, and impactful messaging. * Excellent analytical and problem-solving skills to identify inefficiencies and develop effective solutions. * Strong communication and presentation skills, capable of conveying complex information to diverse audiences. * Adaptability to change priorities in a fast-paced environment. * Familiarity with legal processes, compliance requirements, terminology, and legal administrative/paralegal procedures. * Knowledge of legal technology tools, including e-discovery platforms and legal research databases. * Familiarity with Salesforce reporting and dashboards for data analysis is a plus. * Commitment to continuous learning and staying current with industry trends and best practices. | |