Manager, Matter Mobility

Key Responsibilities

Essential duties:

• Oversee and own core processes including daily work intake, assignment, quality review, and delivery of work product for the Matter Mobility domains
• Advises Firm personnel on matter mobility best practices relating to the accurate, efficient, economic transfer of client and Firm proprietary information per approved requests
• Oversees the departments’ work with accountable Firm stakeholders across matter mobility to ensure the team coordinates timely delivery of work requests
• Owns the analysis, design and operation of automated systems and processes, business requirements definitions, workflow and procedure development supporting the above
• Oversees matter mobility team and ensures proper shift coverage

Matter Mobility Operations:

• Manages work assignments of team members principally responsible for the matter mobility process domains
• Owns initiatives to drive changes in working practices and Firm culture to accelerate the adoption of efficient, cost-effective, modernized matter mobility practices
• Sets performance, attendance and punctuality expectations of team members, evaluates performance, and provides feedback on an ongoing basis
• Provides guidance to Firm personnel at all levels on the firm’s matter mobility processes
• Provides operational support for projects relating to client and firm data
• Executes plans and reports progress towards goals relating to matter mobility including compliance, information management, storage and archives
• Provide recommendations for clean-up project completion and management to support firm IG polices and programs to reduce the volume of potential data for mobility
• Drafts, reviews and presents proposals, project plans, status reports, metrics, and other information in a format and style relevant for the intended audience
• Communicates the role’s vision, annual goals and guiding principles in a variety of forums (1:1, administrative meetings, etc
• Communicates directly with senior management and members of the Office of the General Counsel and other partners; states areas of concern, addresses questions, and/or resolves outstanding issues with the appropriate parties
• Develop and maintain professional and cooperative working relationships with all staff
• Empower staff by sharing information, knowledge, training and skills. Coach and mentor staff. Inspire and challenge staff. Monitor and guide staff towards goal accomplishments.
• Conduct periodic staff meetings to keep staff apprised of events and / or procedures within the department and the Firm
• Meet Firm attendance and reporting requirements and policies
• Provide backup leadership coverage to Senior Manager of IG Operations

Transfers Process Management

• Management and ownership of the standard operating procedures in support of Incoming and Outbound Transfer requests and initiatives
• Ownership of relevant systems and technologies used in the support of the above
• Ownership of daily tracking and management updates of both incoming and outgoing transfers
• Develop, review, revise and sustain standard operating procedures for the identification, organization, migration and import/export activities for electronic files
• Coordination of hardcopy records with the Transfers In and Out of electronic files per partner
• Oversee the coordination with OGC on the approval of releases of client data for Outgoing Transfers
• Oversee the coordination with other IG departments on the approved receipt and ingestion of client data for Incoming Transfers
• Monitor and metric report monthly and annually the volume of Transfer requests, data, work effort and utilization
• Maintain the required evidence repository of Transfer activities
• General management and supervision of departmental staff, including any temporary help and CWRs
• Formulate long-range plans and objectives for the department by anticipating the needs of the Firm. Take a long-term view and suggest organizational change for the future. Look for ways to expand the services offered by the department. Solicit information from lawyers, legal assistants, and non-legal departments regarding their specific needs in their areas.
• Audit annually Transfer procedures to ensure compliance with Firm policies

Incoming and Departures Personal Data Process Management

• Management and ownership of the standard operating procedures in support of Incoming and Departure requests for personal data
• Ownership of relevant systems and technologies used in the support of the above
• Maintain the required evidence repository of Departure activities
• Oversee the coordination with other IG department managers and wider Technology Management leadership to drive the approved Departure of data
• Develop, review, maintain and revise standard operating procedures in support of departure tasks and initiatives
• Audit annually departure procedures to ensure compliance with Firm policies
• Liaise with both Technology department colleagues as well as other business services departments including General Counsel, Business Intelligence, Compliance New Business, Marketing and People to obtain relevant policies, procedures, activity reports and key contacts in conjunction with disposal requirements and related initiatives where requested

Qualification & Requirements

• 6+ years of experience in risk management, information governance, or records management
• 6+ years of supervisory experience, including work intake, assignment, review, feedback, goal setting, and reporting metrics
• Bachelor’s degree required; Master’s degree preferred (ideally in Records Management, Library Sciences, Computer Science, Information Systems Management, Business Administration, or related fields)
• Commercial and business awareness; preference for law firm experience
• Proficiency in managing and using a Records Management System (RMS)
• Educational background in IT, legal, compliance, information management, or records management
• Client service focus
• Clear and concise written and oral communication skills
• Proficiency in Legal Document Management Systems (DMS); preference for iManage Work experience
• Experience with major matter mobility platforms
• Strong proficiency in Microsoft Office and M365 (Word, Excel, PowerPoint, Teams, Visio)
• Advanced knowledge of information governance principles and technologies
• Proficiency in virtual meeting platforms (MS Teams, Webex)
• Strong academic record and intellectual curiosity
• Ability to see the big picture
• Outstanding negotiation skills
• Strong time management and ability to handle pressure
• Driven by professional growth
• Strong professional presence
• Team player with strong judgment
• Proactive, resourceful, and takes initiative
• Fluency in English
• International experience a plus

Benefits

• Private medical insurance
• Dental insurance
• Vision insurance
• Healthcare flexible savings account
• Commuter benefits
• Other Perks and Benefits…