Case Coordinator

Overview

This position appoints arbitrators to arbitration cases, schedules and reschedules pre‑hearing conferences and hearings, and performs a wide variety of tasks such as generating memos and correspondence, electronic filing, and setting up hearing rooms. This is skilled administrative work in which incumbents are proficient in their assigned roles; are able to independently prioritize their work; are able to handle routine matters independently and complex matters under close supervision;

and are able to work under close supervision generally.

• Generates, mails and/or publishes memos to the ODR Portal, as instructed.
• Receives lists of arbitrators from parties, enters rankings in database, consolidates and/or extends lists as necessary.
• Properly documents reasons for arbitrator changes to case lists such as withdrawals and/or requests for removal.
• Contacts arbitrators to serve on cases. Appoints and/or replaces arbitrators to cases, following established procedures.
• Coordinates, schedules, and notifies parties and arbitrators in writing of the date and time of conference calls and hearings.
• Coordinates and schedules telephonic conferences with service provider.
• Processes requests, responses, and decisions to postpone hearings and reschedules hearings, as necessary.
• Maintains electronic and physical files in accordance with established procedures. Files and/or scans correspondence promptly and prepares files for storage.
• Inputs written case notes and hearing dates into case processing system.
• Reserves hearing locations for off‑site hearings. Reserves, prepares and recovers hearing rooms for on‑site hearings and arranges for box storage.
• Fulfills recording requests and downloads digital recordings. Answers general questions from parties and arbitrators. Answers more complex questions with limited assistance.
• Processes incoming emails and faxes from central inbox and case management system, as needed.
• Reviews and processes incoming Arbitrator Oaths and Orders, with limited assistance.
• As assigned, determines proper composition of arbitration panel, generates list of arbitrators, reviews arbitrator information for conflicts, and eliminates arbitrators from lists, as needed, with limited assistance.
• Reviews and/or processes arbitrator expense reports for submission to Finance, as needed.
• Reviews vendor/hotel invoices for submission to Finance Department, as needed.