Legal and Compliance Trainee

University of Chicago•Hyde Park, IL

1d•Hybrid

About The Position

The Legal and Compliance Trainee will be an employee of the University of Chicago’s Research Administration Office ('URA') and will rotate between the Research Contracting and Financial Compliance Teams within URA to learn from and support the Legal and Compliance personnel within each team. The trainee will have broad exposure to all tasks related to the duties of these teams and will gain a variety of real-world experience in the areas of contract and compliance as they perform functions along these teams. URA's Research Contracting team provides expert support in the negotiation and administration of research-related agreements. This includes drafting, reviewing, and negotiating various types of contracts such as sponsored research agreements, collaboration agreements, material transfer agreements, and data use agreements. The team ensures that contract terms are consistent with University policies and procedures, protect the University's interests, and comply with relevant regulations. By managing the contract process efficiently and effectively, the Research Contracting team enables researchers to establish productive partnerships and collaborations while minimizing administrative burdens and potential risks. URA’s Research Compliance and Training team monitors sponsored award regulatory policies and practices across the University and works to ensure the University is compliant with all applicable regulations and policies. The team makes recommendations for the management of sponsored awards, assures appropriate and cost-effective management of institutional risk, provides audit support, and facilitates research compliance and process training. Additionally, the Research Compliance and Training team houses the University's Export Control Office (ECO) and provides support in the areas of physical exports, deemed exports, license requests, and training. This is a full-time, fixed-term, up to one-year appointment. At the conclusion of the one year period of this appointment, there may be an opportunity to extend the appointment or for URA to hire the Trainee into a full-time position, HOWEVER, neither is guaranteed and both would be subject to review and approval at the conclusion of the initial term of the appointment.

Requirements

Minimum requirements include a college or university degree in related field.
< 2 years of work experience in a related job discipline.

Nice To Haves

Interest in acquiring a law degree.
Paralegal, university administration or legal experience.
Strong computer skills including word processing, database management and spreadsheet skills, especially Microsoft Office suite and Adobe Suite.
Develop proficiency and work with various sponsor/third-party electronic systems.
Learn new skills, take on new challenges.
Grasp complex legal and business issues.
Work effectively in support of business development and/or research administration and technology transfer professionals.
Work independently with a high degree of initiative, curiosity and minimal supervision.
Effectively interact and collaborate with all levels of university administrators and faculty members.
Make decisions independently that will have downstream impacts on the management of sponsored projects.
Excellent oral and written communication skills to interact effectively with a diverse range of stakeholders, faculty and administrative staff at the University, and close collaboration with all staff within the office of University Research Administration.
Positive, service-oriented attitude with a courteous demeanor, maintaining professionalism in all interactions.
Develop and manage interpersonal relationships.
Handle sensitive and confidential situations with absolute discretion and maintain confidentiality.
Exceptional attention to detail and thoroughness in completing tasks accurately.
Work on multiple projects simultaneously, set priorities, and meet deadlines.
Strong organizational skills to multitask, meet deadlines, and navigate ambiguity in a fast-paced work environment.
Sound judgment to prioritize and anticipate potential issues and address them proactively.
Stay current with technology and digital tools.
Maintain composure under pressure, work flexible hours as needed, and respond constructively to feedback.

Responsibilities

Assists with document retention and organization.
Assists with the triage, pre-review, and assignment of incoming work.
Assists with drafting and/or editing written materials and research related agreements with moderate to high levels of guidance.
Acts as part of the Contracts Team, to independently manage various agreement types from initiation to completion/execution in a timely, efficient, and thorough manner.
Communicates promptly, clearly, and consistently with stakeholders.
Works closely and collaboratively with University Leadership to support faculty and various University needs and priorities.
Applies basic knowledge of contracting and related processes for all sponsored projects/portfolio assigned to this position.
Demonstrated understanding of the university research environment and policies.
Assists with collecting and compiling audit documentation.
Performs desk reviews to assess compliance with subaward terms and conditions.
Conducts subrecipient monitoring financial risk assessments including obtaining financial documents.
Gathers, organizes, and prepares relevant documentation for additional tasks such as faculty leave requests, URA inter-departmental requests, representation and certification requests, etc.
Provides support as directed to Research Contracting and Financial Compliance Teams within URA and will have broad exposure to all tasks related to these Teams’ activities.
Reviews Sponsor guidelines and escalates issues accordingly within the office of University Research Administration.
The individual is a member of a team and must contribute to the team effort, as needed. This will involve assisting colleagues to ensure timely service to departments, units, and sponsors as needed and to perform back-up duties during vacation or sick leaves of other Contracting Team and Compliance staff.
Participates in institutional training specific to sponsored projects, researches contracting and compliance as requested by the Director of Research Contracting.
Researches new avenues for funding, research and grant opportunities.
Ensures that notices of relevant opportunities are brought to faculty attention.
With guidance and direction from others, works with sponsors to draft proposal budgets in accordance with unit or University needs.
Assists with straightforward post-award activities including account creations, regulatory and compliance monitoring, salary allocations, effort reporting, grant projections, cost allocations, cost center charges, equipment inventory, invoice preparation, grant closing process, and account closing.
Performs other related work as needed for both teams.