Agreement Coordinator – Clinical Trials

University of Chicago•Hyde Park, IL

About The Position

The Agreement Coordinator – Clinical Trials is an entry-level operational support role within the Research Contracts Group at the University of Chicago’s University Research Administration (URA). The role supports the Clinical Trials team by facilitating agreement execution, coordinating stakeholders, and managing workflows to help activate and maintain clinical trial agreements. The coordinator triages inquiries and work assignments, maintains documentation and data integrity, and serves as a liaison between internal and external stakeholders. The role receives guidance from leadership and senior team members, with the expectation of developing into an independent contributor. The position also supports research administration activities beyond agreement coordination, including data entry, reporting, budgeting, application and progress-report preparation, and identifying funding and research opportunities. The role interacts with University faculty and staff and, occasionally, representatives of government sponsors, other sponsors, and external organizations.

Requirements

College or university degree in a related field.
Knowledge and skills developed through fewer than two years of work experience in a related job discipline.
Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
Ability to learn new software as needed.
Excellent oral and written communication skills and ability to interact effectively with diverse stakeholders.
Positive, service-oriented attitude and professional demeanor.
Ability to handle sensitive and confidential situations with discretion and maintain confidentiality.
Exceptional attention to detail and accuracy.
Strong organizational and multitasking skills, including the ability to prioritize work, manage multiple projects, and meet deadlines in a fast-paced environment.
Sound judgment and ability to anticipate and address potential issues proactively.
Ability to maintain composure under pressure, respond constructively to feedback, and work flexible hours as needed.
Ability to interact by phone, email, online meetings, or in person with University faculty and administrative staff and occasionally with external sponsors and organizations.
Ability to sit for four or more hours and use computers extensively for four or more hours.
Ability to use standard office equipment and troubleshoot IT equipment in a remote or hybrid environment.

Nice To Haves

At least one year of work experience, preferably in compliance, research administration, legal, or a related discipline.
Prior experience in an academic medical center or university research administration environment.
Prior experience in a clinical research environment and/or supporting clinical trials.
Experience with institutional research systems such as AURA, Huron Research Suite, or Advarra.
Familiarity with service management or ticketing systems such as ServiceNow and with document management or workflow coordination processes.
Familiarity with clinical-trial regulatory frameworks, including IRB processes and clinical trial agreement types.
Ability to develop proficiency with sponsor and third-party electronic systems.
Ability to work independently with initiative and minimal supervision, learn new skills, and collaborate with university administrators and faculty.
Ability to make independent decisions with downstream impacts on sponsored-project management.

Responsibilities

Coordinate agreement execution and routing for the Clinical Trials Contracts Team, ensuring timely and accurate processing.
Serve as the primary contact for investigators and study teams regarding submission and review of required documents for study intake, activation, and maintenance of study files, including budgets and regulatory documents.
Triage study and agreement intake submissions, verify document completeness, route submissions, and escalate issues as needed.
Conduct preliminary reviews of agreement submissions, identify documentation gaps, and coordinate with stakeholders to resolve outstanding requirements.
Monitor agreement timelines, approval status, signature delays, and contract execution; notify leadership about trends.
Help stakeholders navigate institutional processes and obtain information and services from ancillary units and regulatory committees, including the IRB, Conflict of Interest Committee, and Institutional Biosafety Committee.
Provide general information and respond to internal and external inquiries on behalf of the Clinical Trials Contracts Team.
Monitor group email and external inquiries, responding or forwarding as appropriate.
Submit and track requests with external stakeholders, monitor progress, provide updates, and address delays or issues through clear communication.
Send follow-up communications about agreement status, outstanding items, and next steps.
Assist principal investigators, study coordinators, and research staff with clinical, logistical, financial, and regulatory problem-solving related to agreement processes.
Organize and retain documents and maintain accurate, complete records in institutional databases and tracking systems.
Assign incoming work using a complex routing matrix and monitor progress for timely completion.
Assist with data cleanup, quality assurance, and special projects involving agreement records.
Help create process documents, workflow guides, and job aids; support website management and resource maintenance.
Schedule team meetings, identify calendar conflicts, and compile and distribute agendas and minutes.
Assist with routine contracting and grant administration activities, including account creation, regulatory and compliance monitoring, effort reporting, grant projections, cost allocations, cost center charges, equipment inventory, invoice preparation, grant closing reports, and account closing.
Research funding, research, and grant opportunities and ensure relevant notices are brought to faculty attention.
With guidance, work with sponsors to draft proposal budgets in accordance with unit or University needs.
Review applications against University guidelines and assist in drafting progress reports, non-competing applications, amendments, and budgets.
Complete data entry and prepare grant reports and trend analyses.
Perform other related work as needed.