Agreement Coordinator - Clinical Trials

Department

Provost URA: Clinical Trials Contracting

About the Department

University Research Administration has the responsibility to review and provide institutional endorsement for all proposals to federal and other external sponsors (excluding gifts), assuring compliance with University policies and sponsor terms and conditions. URA is the institutional authority for the negotiation and acceptance of financial support or other contractually-binding obligations in the form of a contract, grant, or agreement, including material transfer agreements and clinical trials.

Job Summary

The Agreement Coordinator – Clinical Trials sits within the Research Contracts Group at University Research Administration (URA) that is responsible for the negotiation and execution for all research related agreements at the University. The group is organized into three teams that support Clinical Trials, Industry Collaboration, and Research Related Grants and Contracts.

This position serves as a central operational support role dedicated to the Clinical Trials team, facilitating agreement execution, stakeholder coordination, and workflow management to support the efficient activation and maintenance of clinical trial agreements. The Agreement Coordinator will triage incoming inquiries and work assignments, maintain documentation and data integrity, and serve as a key liaison between internal and external stakeholders.

This entry-level role requires practical administrative and organizational skills, attention to detail, and the ability to manage multiple concurrent tasks in a fast-paced research environment. The incumbent receives guidance and direction from leadership and senior team members, with the expectation of growing into an independent contributor.

Responsibilities

Agreement Coordination and Execution

• Coordinate agreement execution and routing for the Clinical Trials Contracts Team, ensuring timely and accurate processing of clinical trial agreements.
• Serve as the primary point of contact for Investigators and Study Teams for the submission and review of required study documents for new study intake, activation, and ongoing maintenance of core study files, including up-to-date budget and regulatory documents.
• Triage initial study and agreement intake submissions, ensuring accurate and efficient processing of required documents; verify completeness, route submissions appropriately, and escalate issues as needed.
• Conduct a thorough preliminary review of agreement submissions to confirm the presence and accuracy of all essential documentation, enabling seamless navigation through the appropriate activation pathway; identify gaps or deficiencies and proactively coordinate with stakeholders to resolve outstanding requirements.
• Monitor agreement execution timelines and delays, including approval status, signature delays, and contract execution; and notify leadership regarding these trends.
• Assist stakeholders in navigating institutional processes and obtaining needed information and services from ancillary units and regulatory committees (e.g., IRB, Conflict of Interest Committee, Institutional Biosafety Committee).

Stakeholder Support and Communication

• Serve as point of contact for the Clinical Trials Contracts Team by providing general information and responding to inquiries from internal and external stakeholders.
• Monitor group emails and outside inquiries; respond or forward as appropriate.
• Submit and track requests with external stakeholders, ensuring timely updates, progress monitoring, and successful delivery; maintain clear communication with external and internal stakeholders to address delays or issues.
• Send follow-up communications to regarding agreement status, outstanding items, and next steps.
• Assist PIs, study coordinators, and other research staff with problem-solving related to clinical, logistical, financial, and regulatory issues as they relate to agreement processes.

Administrative Operations and Data Management

• Assist with document retention and organization; maintain accurate and complete records in institutional database and tracking systems.
• Assign incoming work according to a complex routing matrix and monitor progress to ensure timely completion.
• Assist with data clean-up and quality assurance for agreement-related records and other special projects as assigned.
• Assist with the creation of process documents, workflow guides, and other job aids; support website management and resource maintenance.
• Schedule team meetings; review calendars in advance to identify conflicts; compile and distribute meeting agendas and minutes.
• Assists with straightforward contracting activities including account creations, regulatory and compliance monitoring, effort reporting, grant projections, cost allocations, cost center charges, equipment inventory, invoice preparation, grant closing reports and account closing.
• 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 in the review of all applications against University guidelines, in addition to drafting progress reports, non-competing applications, amendments, and budgeting. Responsible for all data entry and preparation of grant reports and trend analysis. 
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

Work Experience:

Minimum requirements include knowledge and skills developed through < 2 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Experience:

• Knowledge and skills developed through developed through 1+ years of work experience preferably in a related job discipline (i.e., compliance, research administration, legal).  

• Prior experience working within an academic medical center or university research administration environment.
• Prior experience working within a clinical research environment and/or supporting the conduct of clinical trials.

 Technical Skills or Knowledge: 

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) as well as Docusign Adobe Sign and ability to learn new software as needed.
• Experience with institutional research systems (e.g., AURA, Huron Research Suite, Advarra) strongly preferred.
• Familiarity with service management or ticketing systems (e.g., ServiceNow) and document management or workflow coordination processes.
• Familiarity with regulatory frameworks applicable to clinical trials, including IRB processes and clinical trial agreement types.
• Ability to develop proficiency and work with various sponsor/third-party electronic systems.

Preferred Competencies

• Independence: Work independently with a high degree of initiative, curiosity and minimal supervision. Willingness to learn new skills, take on new challenges, and ability to 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.

• Communication Skills: Excellent oral and written communication skills with the ability to interact effectively with a diverse range of stakeholders, with faculty and administrative staff at the University, and close collaboration with all staff within the office of University Research Administration. 

• Service Orientation: Positive, service-oriented attitude with a courteous demeanor, maintaining professionalism in all interactions. Ability to develop and manage interpersonal relationships.

• Discretion and Confidentiality: Ability to handle sensitive and confidential situations with absolute discretion and maintain confidentiality. 

• Attention to Detail and Accuracy: Exceptional attention to detail and thoroughness in completing tasks accurately. Work on multiple projects simultaneously, set priorities, and meet deadlines.
• Organizational and Multitasking Skills: Strong organizational skills with the ability to multitask, meet deadlines, and navigate ambiguity in a fast-paced work environment. Interact by phone, email, online meetings or in person with faculty and administrative staff at the University and occasionally with staff of federal government, non-federal sponsors, and other institutions and organizations.

• Judgment and Project Management: Sound judgment with the ability to prioritize and anticipate potential issues and address them proactively. 

• Adaptability and Feedback Reception: Stay current with technology and digital tools. Ability to maintain composure under pressure, work flexible hours as needed, and respond constructively to feedback. 

Working Conditions 

• Sit for 4 hours or more.
• Use computers extensively for 4 hours or more.
• Use standard office equipment and troubleshoot IT equipment in a remote/hybrid environment.
• Some evening and weekend work may be required. 

Application Documents 

• Resume/CV (required) 

• Cover Letter (preferred) 

• Reference Contact Information (preferred)

The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Financial Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Hourly

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FLSA Status

Non-Exempt

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Pay Range

$31.00 - $41.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

All offers of employment are contingent upon a background check that includes a review of conviction history.A conviction does not automatically preclude University employment.Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

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