Legal Operations Specialist and Paralegal

ITHAKA’s mission is to expand access to knowledge and education around the world. Our services — JSTOR, Portico, and Ithaka S+R — enable people everywhere to learn, to grow, and to overcome barriers to education. In carrying out our mission, as employees we feel a deep responsibility to members of our community and to each other, and we are committed to building and sustaining a culture where everyone can thrive.

While this role is primarily remote, candidates must reside within a 50-mile radius of either ITHAKA’s New York or Ann Arbor office to be considered. Periodic in-office attendance may be required.

We are looking for a motivated, detail-oriented Legal Operations professional and Paralegal to support the day-to-day work of ITHAKA’s Office of the General Counsel. Reporting to the Senior Legal Operations Manager, you will administer ITHAKA’s technology-enabled legal team’s systems–including the Contract Lifecycle Management System (Conga Contracts, currently migrating to Ironclad); the Docusign e-signature system; and the Jira legal matter management system.

You will help improve processes and workflows and support legal systems’ users across the organization. In addition, you will assist with routine corporate filings and legal drafting, template and clause library maintenance, research, and special projects. The Legal Operations professional and Paralegal will support work involving ITHAKA’s products and services, including JSTOR, Ithaka S+R, and Portico.

• Serve as an administrator for the legal operations systems used by the Office of the General Counsel, including the Contract Lifecycle Management System (Conga Contracts, currently migrating to Ironclad), Docu Sign, Jira, and other systems as needed.
• Manage user accounts, handle training and troubleshooting, and communicate substantive changes to users for the legal technology systems. Perform day-to-day maintenance of template documents, clause libraries, dashboards, reports, inquiries, and other administrative tasks as requested.

• Coordinate onboarding of new users, departments, or groups to the Contract Lifecycle Management System and, as needed, help improve work flows for existing Contract Lifecycle Management System users.
• Gather requirements, identify project participants, coordinate system configuration, and organize user testing and training as needed to meet users’ evolving needs, drive new user testing and training sessions.
• Work with Legal, Finance, Enterprise Services, Business Systems, and other stakeholders to establish project priorities, phases, and schedules.
• Coordinate and execute system migration activities, including gathering data requirements and preparing and cleaning data.

• Develop and update training materials, user manuals and training videos.
• Conduct training sessions using methods suited to different users and learning needs.
• Document and implement legal team policies and processes in a centralized location and update them as systems and practices change.
• Oversee and respond to user support requests.
• Respond to user requests about the Contract Lifecycle Management System in a dedicated Slack channel and provide timely support.

• Prepare and coordinate routine corporate filings to ensure ITHAKA remains in good standing.
• Maintain a filing calendar, gather required information, prepare filing materials, coordinate submission, and keep records of completed filings.
• Track deadlines and alert the appropriate attorney to issues requiring legal judgment or action.

Four years minimum relevant experience with Ironclad, as well as the following skills or abilities:

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