layiq

/la·yiq/adjective

worthy; deserving; fitting; suitable.

A role, opportunity, or path that merits attention, time, and pursuit.

LAYIQ - Agreement Coordinator – Clinical Trials at University of Chicago

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.

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
FLSA Status
Non-Exempt

Agreement Coordinator – Clinical Trials

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