Legal Operations Specialist


New York, NY, USA

Full time


Mar 6

Title: Legal Operations Specialist

Work Location: New York, Ann Arbor or Remote

Experience Level: Mid Level

The Role

ITHAKA's Legal team is looking for an energetic, detail-oriented Legal Operations Specialist who specializes in Conga Contracts Management. The Legal Operations Specialist will support the organization by working with technology-enabled legal operations, including ITHAKA's Contract Lifecycle Management System (Conga Contracts); supporting our e-signature system (DocuSign); and assisting with corporate compliance matters such as filings, research, and special projects.

In this role you will provided with an opportunity to:

Enhance global teaching and learning by facilitating access to important content;

Enable the global higher education community to take advantage of new technologies to enhance scholarship;

A "front row seat" to evolving issues in intellectual property law and the use of technology in education;

A collegial, team-oriented work environment at an impactful, globally-oriented organization.

A cover letter is required. Please submit at the time of submitting application.


Responsibilities will vary from day to day, and are likely to include a combination of the following:

  • Legal Operations/System Administration
  • Collaborate in managing the contract lifecycle, including the contracts management system, and interact with internal and external stakeholders for contract processing, negotiation, approvals, execution, and archiving.
  • Manage user accounts and troubleshooting. Perform day-to-day maintenance of template documents, clause libraries, dashboards, wizards, etc.
  • Obtain/maintain status as a certified Conga system administrator through completion of required annual exams and continuing education as appropriate.
  • Act as a power user of each system, which may include participation in user community forums or conferences; stay up-to-date regarding system upgrades and new features, and communicate to users as needed.

Project Management and System Onboarding

  • Proactively take ownership of managing projects from conception to completion within Conga including; manage onboarding of new users, departments or subgroups to Conga.
  • Streamline workflows for existing Conga participants: identify and assemble core team members; gather requirements; reconfigure system as needed to meet users' evolving needs; drive new user testing and training sessions.
  • Serve as liaison between Legal and other subject matter experts and power users of the Conga system, including Business Systems; work with stakeholders to help establish phases, priorities, and scheduling of reconfiguring and implementation.
  • Oversee and execute migration activities, including collection of data requirements, as well as data cleanup and preparation.
  • Documentation, Training, and Support
  • Provide advice and guidance for process and system development.
  • Update and create user manuals, training videos, training syllabi; conduct training sessions, using a variety of training methods to facilitate user adoption for a range of learning styles.
  • Oversee and respond to user support requests.
  • Implement and document new policies and processes in a centralized manner to complement legal systems.
  • Report on key operational and substantive metrics and performance indicators that will better inform decision-making, including matter and work product analyses.
  • Maintain Legal Wiki page to serve as a centralized resource for staff to have convenient access to crucial information, guidelines, roles, procedures, and reference information.

System Selection and Optimization

Identify and participate in the selection of new Legal technology services as needs arise: work with various teams to draft requirements, RFPs, and mini-RFPs; devise test scripts to help measure viability of top potential vendors during sandbox testing phase; work with vendors to help design sandbox environments; assess vendors via testing; manage broader user testing process.

Vendor Management

  • Negotiate with legal operations product and service vendors to decrease costs in connection with Legal activities, such as contract management, migration facilitation, and other costs.
  • Review, code, and process invoices from outside counsel and other services; follow up to ensure that unit is receiving best value.
  • Assist General Counsel with relevant budget estimates.

Paralegal Responsibilities

  • Assist with filings and compliance matters as needed.
  • With attorney supervision, review and/or prepare routine documents, agreements, and instruments.
  • Attend training/continuing education programs to improve knowledge and skills in specific areas.
  • Handle information requests from other ITHAKA team.
  • Undertake ad hoc projects under supervision of an attorney.

Experience And Skills

  • Relevant experience in the following areas:
  • Experience with Conga or equivalent enterprise contract management system, such as Ironclad. Similar depth of experience and skills will be considered.
  • Prior experience as a Paralegal.
  • Excellent writing and analytical thinking skills, specifically the ability to identify and define problems, collect data, establish facts and develop substantial conclusions.
  • Drive and self-motivation, with a strong desire for learning.
  • An extremely high level of organizational skills with an excellent sense of priority, urgency and commitment to deadlines.
  • Ability to work autonomously while functioning well in a team environment.
  • Ability to communicate effectively with members of other teams in order to support their functions as well as to assist them in supporting the Legal team.
  • Solid computer skills, including proficiency with Microsoft Office products (Word, PowerPoint, and Excel).
  • Some travel may be required (less than 10%).

Compensation & Benefits

At ITHAKA we believe in openness and equity. Part of living those values is our commitment to clarity about salary ranges, so candidates know what to expect. The starting salary for this position ranges from $75,000 - $90,000 per year. Starting pay may vary with job-related knowledge, skills, and experience. Our total compensation package for benefits-eligible employees includes employer-paid medical, dental, and vision plans, an employer-paid 10% retirement contribution, paid parental and caregiver leave, 22 days of paid time off, 11 paid holidays, 12 sick days, gym reimbursement, and more.

Work for ITHAKA

We are committed to our organizational values of belonging, evidence, speed, teamwork, and trust. We take inclusion seriously. Belonging is one of our core values, and it shows in our vibrant culture. People from a wide range of backgrounds work at ITHAKA, and we believe that unique perspectives help us realize new insights and build better solutions.

We want to work with people who are passionate about ideas like these and who wish to contribute their perspectives and talents to ITHAKA's mission. We enthusiastically welcome applications from people of all underrepresented backgrounds and credentials. We want to hear your story and include your perspective in the transformative work we aim to do.

Learn more about Working at ITHAKA.

Apply Now:

Candidates may apply by submitting an application online through our career site, if you have any questions about your application, please contact us at ITHAKA is committed to providing reasonable accommodations, if there's anything we can do to accommodate any portion of the application or hiring process, please contact us at

We are proud to be an Equal Opportunity/Affirmative Action employer. All qualified applicants receive consideration for employment without regard to race, color, sex, national origin, gender identity, sexual orientation, age, religion, domestic violence victim status, veteran status, disability, history of disability or perceived disability, or other status protected by law. We invite you to read our Equal Employment Opportunity and Affirmative Action Statement.

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