Assistant Hearing Panel Administrator

Charlottesville, VA 22901

Posted: 09/05/2018 Industry: Clerical/Admin Job Number: Assistant Hearing Panel Administrator 2018 Pay Rate: $16-$19/hour

***Please note this is a short-term assignment estimated to last from 10/1/18 - 3/31/19***


The Assistant Hearing Panel Administrator provides high-level administrative support to the Program Administrator for the Disciplinary Review Committee ("DRC"). The DRC is a volunteer committee that adjudicates disciplinary cases involving our client's members and candidates suspected of violating the organization's ethical and professional rules. This position assists the Program Administrator in managing the processes and activities related to the DRC to ensure a smooth functioning of our professional disciplinary process. The position is responsible for communication and scheduling.

Responsibilities include but are not limited to assisting the Program Administrator, DRC, with the following:

  • Serves as the scheduling and communication administrator between PC and the candidate or member involved in a disciplinary hearing
  • Applies the client's Rules of Procedure to determine hearing procedures
  • Authors letters to PC, Covered Persons and panel members; drafts various documents relative to the hearing process such as Opening Statement, Information Sheet, Issue Statement, etc.
  • Responds appropriately to challenging questions from Covered Persons using independent judgment and discretion
  • Resolves administrative and technological problems by analyzing data, coordinating with colleagues, and identifying solutions
  • Polls DRC members for availability, tracks responses and presents results to DRC Chair
  • Consults Legal Services to ensure compliance with Rules of Procedure
  • Schedules Hearing Panels, communicating with PC staff, Covered Persons and DRC members
  • Prepares Opening Statement, Oath, Closing Statement and Issue Statements, to be sent to PC for review
  • Responsible for compiling disciplinary hearing materials and uploading to secure site for use by DRC members
  • Responsible for compiling disciplinary hearing materials and sending to the Covered Person involved in a disciplinary hearing
  • Responsible for set up and administration of disciplinary hearing conference calls and in-person disciplinary hearings
  • Coordinates with Travel & Event Management for meeting room and travel for in-person hearings
  • Prepares cover letter to Hearing Panel Chair and sends with Decision provided by PC staff
  • Prepares cover letter to Covered Person and PC with Hearing Panel Decision
  • Files copies of all documentation and correspondence in both electronic and hard files



  • At least 1 year of Paralegal work experience preferred
  • At least 2-4 years of related work experience in a fast-paced professional office environment
  • Bachelor's degree preferred, and/or an equivalent combination of education and work experience 
  • High degree of competency in all MS Office 2007 software, including: Word, PowerPoint, Excel, and Outlook
  • Familiarity with iPad technology; web-based tools such as SharePoint, Concur, Client Profiles and other database systems preferred; proven ability to quickly learn and use such computer technologies
  • Excellent communication skills and professionalism, especially superior writing capabilities
  • Ability to communicate effectively in a multinational working environment
  • Fluency in English required, knowledge of additional languages would be useful


  • Energy to put in the hours of concentrated work necessary to achieve goals while maintaining a positive attitude
  • Ability to handle confidential and sensitive information with a high degree of professionalism
  • Full time in the office hours as necessary for meetings and disciplinary panel scheduling


  • Ethical Behavior - Acts with Promotes the highest level of ethical and professional standards, and is trusted 
  • Partnership Mindset - Defines success in terms of the whole team, treats each other as partners, builds appropriate rapport and effective relationships, and encourages collaboration and
  • Effective Communication - Communicates clearly and succinctly in a variety of settings and styles, listens, and presents a professional image
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