Job Description: Contracts Administrator

 Summary:

The Contract Administrator will be primarily responsible for administering the Company’s third party hosted, web-based electronic contract administration system (the “Contract System”) and for supporting the utilization of the Contract System by the various Company functions.  The Contract Administrator will interface with and assist various functional personnel regarding contracts and contract information pertinent to the applicable function.  The position will report to the Company’s Chief Legal & Compliance Officer as part of the Legal & Compliance Team.

Responsibilities:

  • The Contract Administrator is primarily responsible for administering the Contract System
  • Load all executed Company contracts into the Contract System, including entering of key information and terms pertaining to the applicable contract into corresponding data fields in the Contract System
  • Interface with and assist functional personnel with regard to use of and questions regarding the Contract System and contracts contained therein
  • Interface with and manage the Company’s relationship with the Contract System third-party provider
  • Interface with Contract System third party provider regarding Contract System performance issues and assist with trouble-shooting to ensure proper functioning of the Contract System
  • Generate reports for various Company functional personnel pertaining to contracts contained in the Contract System, including specific information pertaining to individual contracts and summary information pertaining to multiple contracts
  • Assist functional personnel with tracking of contracts and contract deliverables pertaining to the applicable function; support functional personnel monitoring of contract deadlines
  • Report periodically to supervisor regarding the performance and performance failure of the Contract System
  • Create automated reminder notices in the Contract System regarding contract expiration and prepare and send follow-up communications to functional personnel regarding contracts pertinent to the applicable function;
  • Follow and help drive compliance with Company’s contract request/preparation process and applicable policies (e.g., financial authorization policy)
  • Assist in coordinating contracting activities with internal procurement, functional and legal teams as needed
  • Other duties as assigned

Requirements:

Personal Characteristics:

Qualified candidates for this position must have the following characteristics and capabilities:

  • Excellent reading and language comprehension
  • Effective written and verbal communication skills
  • Ability to evaluate and balance the needs of the business when making operational decisions relating to the Contract System
  • Ability to work with diverse internal and external constituencies and personnel at various levels of seniority, including staff, managers, executives and external partners
  • Effective time management and project management skills
  • Ability to multitask, organized and strong attention to detail

Experience; Knowledge:

Qualified candidates should have the following experience/knowledge:

  • Proficient computer skills, Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel
  • Substantial experience administering electronic contract database/file system and interfacing with and assisting functional personnel regarding contracts pertaining to the applicable function
  • Minimum of five (5) years’ experience administering electronic contract database/file system preferred
  • Direct experience with Getting Contracts Done (GCD) electronic contract administration system a plus
  • Substantial experience with pharmaceutical and/or medical device development company preferred

Education:

Contract Administration/Management Certification or comparable training; Bachelor’s degree (BA or BS) preferred