Legal Operations & Project Coordination (Paralegal)

Illinois-Institute-of-Technolog; Chicago (IL); On-site; USD 70,000 - 75,000; Full time

Job summary

Illinois Institute of Technology’s Office of General Counsel seeks a Legal Operations & Project Coordination (Paralegal) to organize, coordinate, and improve legal and operational processes. You will work with attorneys and University stakeholders to manage multiple priorities and confidential information.

The role integrates policy development, contract management, litigation support, and governance tasks in a fast-paced environment.

Qualifications

• Three (3) years of progressively responsible professional experience supporting legal operations, project coordination, business operations, or related functions.
• Highly proficient in Microsoft Office (Word and Excel), Adobe Acrobat, and database or document management systems.
• Strong organizational, project management, and time management skills.
• Excellent attention to detail.
• Excellent written, verbal, interpersonal, and research skills, including the ability to communicate professionally and effectively with individuals at all levels of the University.

Responsibilities

• Develop and improve office policies, procedures, and best practices for addressing legal and operational matters affecting the University.
• Coordinate and manage multiple legal and administrative matters, ensuring deadlines, documentation, and deliverables are tracked and completed.
• Coordinate and maintain compliance-related processes involving faculty, staff, and trustees, including tracking disclosures and related records.
• Assist with the coordination of committees chaired by members of the Office of General Counsel.
• Prepare and customize attorney-approved template agreements and related documents; update and maintain office databases for contracts and records.
• Support litigation and regulatory activities, including coordinating responses to subpoenas and discovery requests.
• Coordinate processing and tracking of wage liens, deductions, garnishments, and bankruptcy matters with University offices.
• Assist with Board of Trustees materials and governance documentation.

Skills

Legal operations

Project coordination

Communication

Attention to detail

Education

Paralegal certificate

Tools

Microsoft Word

Microsoft Excel

Adobe Acrobat

Document management systems

Job description

Legal Operations & Project Coordination (Paralegal)

Pay Range: $70,000–$75,000 per year

Compensation Statement: The pay range listed reflects the anticipated base compensation for this role. Actual compensation will be determined based on skills, experience, education, and internal equity.

Benefits Eligibility: Our commitment to employee well‑being is reflected in our competitive benefits package located here: https://www.iit.edu/hr/benefits

Position Summary

The University’s Office of General Counsel is responsible for providing legal advice and representation to the University, faculty, and staff acting in their roles as representatives of the University. The successful candidate will be an organized, detail‑oriented professional who can independently manage multiple priorities, coordinate complex projects, maintain confidential information, and work collaboratively with attorneys and University stakeholders.

The Office of General Counsel is a small, collaborative team that supports the University’s academic, research, business, and governance activities across a wide range of legal matters. The work is varied and often fast‑paced, with priorities that evolve as new legal issues arise.

This position is ideal for a highly organized professional who enjoys coordinating complex work, improving processes, solving problems, and working collaboratively with attorneys and colleagues across the University. While many assignments follow established procedures, the position also provides opportunities to develop new skills, recommend improvements, and contribute to the continued effectiveness of the Office of General Counsel.

Essential Duties and Responsibilities

Legal Operations & Project Coordination: Work closely with the Office of General Counsel legal team to develop and improve office policies, procedures, and best practices for addressing legal and operational matters affecting the University.

Project Management: Coordinate and manage multiple legal and administrative matters simultaneously, ensuring deadlines, documentation, and deliverables are effectively tracked and completed.

Compliance Management: Coordinate and maintain compliance‑related processes involving faculty, staff, and trustees, including tracking and maintaining required questionnaires, disclosures, and related records.

Committee Coordination: Assist with the coordination of committees chaired by members of the Office of General Counsel.

Contract & Document Management: Prepare and customize attorney‑approved template agreements and related documents, including non‑disclosure agreements, liability waivers and releases, and independent contractor service agreements. Update and maintain office databases for contracts, patents, international agreements, insurance, and other legal records and related information. File and maintain applicable state and municipal business licenses and permits. Assist in the maintenance and renewal of insurance policies.

Litigation & Regulatory Support: Conduct factual and legal research under attorney direction and supervision, and assist with the preparation, organization, and filing of court, government agency, and other legal documents, as needed. Support litigation and litigation‑related activities, including coordinating responses to subpoenas, discovery requests, and other requests for records, as well as organizing related documentation. Coordinate the processing and tracking of wage liens, deductions, garnishments, and bankruptcy matters in collaboration with appropriate University offices.

Governance Support: Assist with Board of Trustees matters, including preparation of meeting materials, resolutions, officer’s certificates, committee materials, and related governance documentation.

Administrative Support: Perform other duties as assigned by the General Counsel.

Qualifications

• Three (3) years of progressively responsible professional experience supporting legal operations, project coordination, business operations, or related functions.
• Highly proficient in Microsoft Office (particularly Word and Excel), Adobe Acrobat, and database or document management systems.
• Strong organizational, project management, and time management skills.
• Excellent attention to detail.
• Excellent written, verbal, interpersonal, and research skills, including the ability to communicate professionally and effectively with individuals at all levels of the University.

Preferred Qualifications

• Paralegal certificate or comparable experience supporting legal operations.
• Prior experience in a legal environment is valuable, but not required. The Office of General Counsel is committed to helping the successful candidate develop familiarity with the University’s legal processes and subject areas.
• Notary Public certification. If not already a notary, eligibility to obtain such certification within 60 days of hire.

The normal hours for this position are 8:30 a.m. to 5:00 p.m., Monday through Friday.

Applicants should submit a cover letter, current résumé, and a list of three references. Applications are considered confidential. References will not be contacted without prior notice to applicants.