Export Control Trainee

Department

Provost URA: Research Compliance

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. URA’s Quality Management 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 and helps the University maintain positive relations with its funding agencies. Additionally, the QM team oversees Process and Compliance training, as well as manages the Research Administration (RA) Trainee Program.

Job Summary

The Export Control Trainee will be an employee of the University of Chicago (University) that will rotate between the University, Argonne National Laboratory (ANL) and Fermi National Accelerator Laboratory (Fermi) to learn from and support the export control personnel at each institution. The occupant of this position will gain a variety of real-world experience administering federal export control regulations at three world-class institutions. The Export Control Trainee will have the opportunity to work closely with faculty and staff to assess export control implications of various scientific projects, determine export control classifications for various institutional resources, and participate in the training and communications functions that are essential for building a culture of compliance at large research institutions.

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 one of the three organizations to hire the Export Control Trainee into a full-time position, HOWEVER, neither is guaranteed and both would be subject to review and approval by the applicable organization(s) at the conclusion of the initial term of the appointment.

The job performs routine assignments related to regulatory compliance programs, including the interpretation of systems to identify areas of risk and coordinates internal audits. With a high level of direction, participates in compliance documentation, compliance training, and compliance committee formation.

Responsibilities

This is an entry level research administrator position, responsible for supporting the export control compliance function at the University as well as ANL and Fermi.
Provides support, as directed, to the export control personnel at all three institutions and has broad exposure to all tasks related to University and National Laboratory export control compliance.
Works closely with institution export control personnel regarding the identification of awards that may require monitoring for export control purposes.
Reviews and advises on institutional contracts for export control compliance.
Screens foreign involvement in University activities.
Assists principle investigators (PI’s) and other individuals involved in the conduct of research to understand compliance issues associated with the transfer of materials, restrictions of foreign nationals in labs, and publication restrictions, etc.
Assesses whether export control licenses are required and secures necessary licenses from applicable federal agencies.
Assists with the development and promulgation of export control training for institution personnel.
Works to keep institution export control guidance and materials up to date and available on institution websites.
Prioritizes work in order to complete assignments on a timely basis.
Partners with institutional export control staff and business units/departments regarding all activities associated with research administration in a timely and fiscally responsible manner.
Maintains appropriate data entry into institutional database for all export control reviews ensuring data quality and documentation of any institutional risk.
Gains and maintains thorough understanding of University and sponsor regulations.
Continuously seeks to improve University Research Administration (URA) processes for sponsored projects.
Participates in institutional training as requested by the Director of Quality Management.
The individual is a member of a Team and must contribute to the team effort. 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 leave of other pre-award and post-award team staff.
Works with leaders and departments to plan and execute projects that will drive improved performance through the implementation of data-focused systems, process, and resources.
Maintains department or clinic compliance with a high level of guidance.
Prepares, completes and submits all compliance documentation on a routine basis. Coordinates compliance committee meetings.
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:

—

Preferred Qualifications

Education:

Bachelor’s degree in a business or liberal arts field.

Experience:

Relevant experience working with sponsored research administration.
Some legal or paralegal work experience is a plus.
Some experience working in an academic or laboratory environment.
Some experience with Data Management, Data Modeling or Data Analytics.
Prior work at a research institution.
Experience working with multidisciplinary teams and diverse groups.

Technical Skills or Knowledge:

Knowledge of Export Administration Regulations (EAR), International Traffic in Arms Regulations (ITAR) or interpretation of similar regulations.
Strong computer skills and able to pick up new applications quickly.
Skills necessary to review and negotiate agreements and establish accordingly per departmental and agencies guidelines.
Rapid proficiency in the Service Now web-application system; review and process proposals, awards, and other grant and contract activity within Service Now, other URA systems and University of Chicago systems such as AURA, FAS, Workday, ACCTS, PETS, GEMS, e-Payments and a high level of proficiency in Excel.
Strong computer skills including word processing database management, and spreadsheet skills.

Preferred Competencies

Interest in STEM.
Interest in data science and data reporting.
Interest in international relations.
Acclimate to different environments and open to new processes and technologies.
Proactive and solution-oriented, with exceptional communication, written, verbal, and analytical skills necessary to review and negotiate agreements and establish accordingly per departmental and agencies guidelines.
Work independently with a high degree of initiative; self-starter.
Direct contact with faculty and administrative staff at the University, and close collaboration with all staff within the office of University Research Administration (URA).
Customer service is a high priority of the office and civility and professionalism are required at all times.
Exercise absolute discretion regarding confidential matters.
Work effectively and collegially with little supervision or as member of a team.
Make decisions independently that will have downstream impacts on the management of sponsored projects.
Work on multiple projects simultaneously, set priorities, and meet deadlines.
Manage detail-oriented workload, work on multiple projects simultaneously, organize and prioritize workload during high-pressure, high-volume workload periods and manage stressful situations.
Exercise sound judgment, absolute discretion regarding confidential matters.

Working Conditions

Interact by phone, email or in person with faculty and administrative staff at the three institutions and occasionally with staff of federal government, non-federal sponsors, and other institutions and organizations.
Sit for 4 hours or more.
Use computers extensively for 4 hours or more.
Review and process information within a computerized web system throughout most of the work-day.
Some travel to various locations at all three institutions. Must have transportation capable of traveling between the three institutions.
Use standard office equipment.

Application Documents

Resume/CV (required)
Cover Letter (preferred)

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

Job Family

Legal & Regulatory Affairs

Role Impact

Individual Contributor

FLSA Status

Non-Exempt

Pay Frequency

Biweekly

Scheduled Weekly Hours

37.5

Benefits Eligible

Yes

Drug Test Required

Health Screen Required

Motor Vehicle Record Inquiry Required

Posting Statement

Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward.

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University’s Notice of Nondiscrimination.

Staff 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.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

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.

The University of Chicago’s Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.