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Legal Assistant, Office of The Vice-president
3 weeks ago
**Responsibilities**:
- Provides support to Research Office, including scheduling and preparing correspondence related to contracts and agreements and supports efficient day-to-day functioning of the office.
- Supports Lead Program Officer, Research Partnerships in creation and maintenance of resource libraries pertaining to research agreements, templates, and related external policies and procedures.
- Works under the direction of Vice-President, Research and Innovation and Legal Counsel Research to ensure patent filing administrative obligations of the Research Office are met and invoices for patent costs and maintenance fees are paid.
- Monitors research accounts by accessing WebClient and WebGrants, providing account balances and histories for reports or individual researcher information related to contracts and agreements.
- Assists with updates and modifications to the content of University’s website with respect to the Research Office and contracts.
- Contributes to the annual President’s Report for the Research and Innovation Office, along with the full office annual report.
- Assists the Lead Program Officer, Research Partnerships and Executive Assistant in performing financial record keeping and reporting as well as maintaining and monitoring departmental budgets, monthly statements and transfers.
- Provides support to Legal Counsel, Research with respect to:
- The negotiation of research agreements from the drafting or review stage, to the distribution of signed copies.
- Assists with preparing, proofreading, editing and formatting legal documents.
- Specifically, assistance drafting internal intellectual property agreements from precedents under the direction and supervision of Legal Counsel Research and the signing and distribution thereof.
- Assistance drafting Statements of Work and Budget documents where required.
- Maintaining paper and electronic files documenting the negotiation, review and approval status for research contracts.
- Acts as the preliminary point of contact for all faculty/researchers entering into funding and/or research agreements.
- Answers general enquiries about the process for drafting and review of legal agreements.
- Supports Legal Counsel Research and the Research Office with respect to workshops and information sessions for faculty and students, including assistance with creating PowerPoint presentations.
- Monitors and upholds contract-related institutional policies by monitoring updates to federal and international contract guidelines and maintaining familiarity with evolving regulatory requirements.
- Coordinates, administers and maintains the review process for all new contracts and agreements through all aspects of the contracts approval process.
- Assists in developing internal working Standard Operating Procedures in direct relation to the University Contract Administration Policy and upholds those procedures approved institutionally.
- Ensures fully executed copies of contracts are distributed to appropriate parties and digital/hard copies are filed properly, securely, and confidentially.
- Performs post-award record-keeping of grant/contract funds by creating award notifications and MOUs, drawing up transfer requests, requesting of new accounts for external research funds; and maintaining specialty software for grant tracking.
- Informs the University community through all available channels when there are updates to contracts-related policies, procedures or opportunities for training.
- Liaison Between University and External Funding Agencies and other Regulatory Bodies. Acts as the preliminary point of contact for many granting/funding agencies and third parties involved in contracts.
**Qualifications**:
- High school completion or equivalent program of studies with office skills training.
- Legal Assistant Certificate/training; or a suitable combination of legal education and experience.
- Minimum 5 years in an office setting or an acceptable equivalent combination of education and experience.
- Experience in the use of standard office equipment - PC; multi-function printer.
- Experience studying or working in post-secondary environment an asset.
- Experience in organizing and managing confidential and time sensitive data.
- Excellent oral and written communication skills.
- Ability to conduct oneself with a high degree of professionality.
- Excellent interpersonal skills.
- Computer skills including use of specialized software for grant tracking and administration, experience with Microsoft 365 an asset.
- Experience supporting drafting of contracts.
- Maintaining a high degree of confidentiality.
- Excellent time management and organizational skills.
- Excellent file management / organization skills.
- Ability to problem-solve.
- Ability to work with interruptions.
- Ability to plan, organize, prioritize and coordinate work activities within and between work groups and supervise secretarial, accounting and complex clerical functions.
- Abilit
