Overview
Fact Witness Coordinator Jobs in Charlotte, NC at The Gilchrist Law Firm, PA
The Gilchrist Law Firm, P.A. provides legal and professional support services to public- and private-sector clients, including federal government agencies. We are committed to delivering accurate, timely, and mission-focused support in highly structured and compliance-driven environments.
The Fact Witness Coordinator will support witnesses before, during, and after court proceedings, including trials, pretrial conferences, hearings, and grand jury appearances. The selected candidate will coordinate witness travel, lodging, scheduling, communications, documentation, and reimbursements while ensuring compliance with Department of Justice and USAO policies and procedures. This position requires strong communication, organization, judgment, and administrative skills. The successful candidate must be comfortable working directly with witnesses, attorneys, court personnel, law enforcement agencies, and other government organizations.
Key Responsibilities
- Communicate directly with fact witnesses and provide assistance before, during, and after trials, hearings, pretrial conferences, and grand jury appearances.
- Notify witnesses of required appearance dates, times, locations, and travel arrangements.
- Identify special circumstances or needs that may affect a witness’s appearance and determine when the assigned AUSA should be notified.
- Confer with AUSAs regarding special witness circumstances, including international witnesses, military or federal employee witnesses, hostile witnesses, and requests requiring special authorization.
- Prepare and submit documentation for special authorizations and obtain required approvals before arranging travel.
- Ensure witnesses receive all necessary travel documents and appearance information before their scheduled arrival.
- Meet witnesses upon arrival, provide courtroom orientation, accompany them to court when required, and ensure an appropriate and secure waiting area is available.
- Travel and Reimbursement Support
- Arrange witness travel and lodging in accordance with Department of Justice and USAO policies and procedures.
- Maintain and update annual memoranda of understanding with hotels.
- Ensure applicable forms reflect current per diem rates and that the most recent versions of DOJ forms are used.
- Prepare witness vouchers and supporting documentation for reimbursement.
- Collect required documentation and signatures from witnesses.
- Respond to inquiries regarding pending and completed witness vouchers.
- Gather supporting documentation and reconcile government travel accounts.
- Administrative and Case Support
- Establish and maintain fact witness case files, records, documents, calendars, and databases.
- Enter, update, and retrieve information from case-management and administrative databases.
- Track witness appearances, hearings, trial dates, grand jury proceedings, and scheduling conferences.
- Review and analyze information obtained from multiple sources.
- Maintain accurate internal status information regarding files, records, documents, and designated assets.
- Assemble and retain witness-file materials in accordance with established procedures and DOJ regulations.
- Prepare, format, review, and correct reports, correspondence, and other documents using word-processing software.
- Complete recurring documents in accordance with applicable formatting and procedural requirements.
- Draft routine correspondence that does not require legal interpretation but requires familiarity with legal procedures and fact witness terminology.
- Prepare management reports and perform calculations necessary to process and verify information.
- Schedule appointments and provide general clerical and administrative support.
- Respond to inquiries regarding case-related information and the status of witness matters, as authorized.
- Obtain additional information from government agencies, courts, or other organizations when necessary.
- Coordinate with the Court, Probation, Pretrial Services, the U.S. Marshals Service, investigative agencies, and other government partners.
- Perform other administrative and logistical fact witness-management duties as assigned.
Minimum Qualifications
- High school diploma or equivalent required.
- Strong verbal and written communication skills.
- Proficiency in word processing, data entry, database research, and information retrieval.
- Ability to review, analyze, and reconcile information from multiple sources.
- Ability to establish and maintain organized case or project files.
- Ability to prepare and format correspondence, reports, spreadsheets, and administrative records.
- Ability to enter, retrieve, manipulate, transfer, calculate, and print information using computer systems.
- Strong organizational skills and attention to detail.
- Ability to manage schedules, deadlines, travel arrangements, and multiple witness appearances.
- Ability to communicate professionally and sensitively with witnesses, attorneys, government personnel, and members of the public.
- Ability to exercise sound judgment when handling confidential information or unusual witness circumstances.
- Ability to ensure the accuracy and completeness of administrative and reimbursement documentation.
Preferred Qualifications
- Undergraduate degree from an accredited college or university.
- Previous experience supporting a law firm, court, government agency, prosecutor’s office, or other legal environment.
- Experience coordinating travel, lodging, vouchers, or expense reimbursements.
- Familiarity with legal terminology, court proceedings, and witness-management processes.
- Experience using legal case-management systems or government databases.
The Gilchrist Law Firm, P.A. is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all qualified applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected by applicable law.
Pay: From $25.59 per hour
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
Title: Fact Witness Coordinator
Company: The Gilchrist Law Firm, PA
Location: Charlotte, NC
Category:
