Contracts Coordinator I STAFF SPECIALIST 09, DCRI Contracts
School of Medicine:
Established in 1930, Duke University School of Medicine is the youngest of the nation’s top medical schools. Ranked tenth among its peers, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where traditional barriers are low, interdisciplinary collaboration is embraced, and great ideas accelerate translation of fundamental scientific discoveries to improve humanhealth locally and around the globe.
Comprised of 2,400 faculty physicians and researchers, the Duke University School of Medicine along with the Duke University School of Nursing and Duke University Health System create Duke Health. Duke Health is a world-class health care network. Founded in 1998 to provide efficient, responsive care, the health system offers a full network of health services and encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Private Diagnostic Clinic, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.
The Contract Coordinator I/ Staff Specalist 09 will support the DCRI Contracts team in all aspects of contract finalization, administration and processing. This position will provide professional–level administration of the contracting process by assisting the DCRI Contracts team in securing timely review of documents within DCRI and from other Duke reviewers. This individual will have responsibility for the administration of all matters relating to the timely execution of any agreement negotiated by DCRI Contracts team members. This coordinator will be required to work and liaise with various internal and external groups including Duke’s Government Foundation Contracts Team (GFCT), Office of Research Contracts (ORC), DCRI Grants and Proposal Services (GPS), DCRI Sponsored Projects Administration (SPA), DCRI Finance, DCRI Faculty and pharmaceutical/biotech companies (sponsors) and various vendors. This position will administer all aspects of any applicable approval and execution processes at Duke and sponsors and/or vendors. This coordination would include but would not be limited to the following:
1. Reconciles all documents received from external parties against originals to ensure the accuracy of all documents, exhibits, attachments, certificates of insurance, routing information and the like prior to initiating the execution process. Brings any inconsistencies or issues to the attention of the appropriate DCRI Contracts team member for discussion and coordinates resolution.
2. Submits executable documents and/or agreements to appropriate internal parties for completion of execution process ensuring all execution-ready agreement packages are approved by DCRI managers and proactively resolves any issues or problems encountered during this process.
3. Prepares execution-ready document package for approval by attorney and signature by the organization; drafts and signs cover letter; tracks return of signed agreement and exhibits; and distributes copy of contract to DCRI managers along with the signed Internal Approval Form (IAF).
4. Responds to specifics status requests for templates as well as general inquiries regarding DCRI Contracts by e-mail or telephone, composes and signs correspondence in response.
5. Coordinates internally the process of follow up regarding documents in negotiation.
6. Manages communications with sponsors/subcontractors to determine status of legal review at sponsor/subcontractor and when we should expect a response with regard to its legal review of documents.
7. Collaborates with the BD Coordinator responsible for the Duke SPS process to confirm that appropriate SPS entries have been made and that the associated approval process is taking place in parallel with DCRI Contracts IAF process.
8. Maintains proficiency with and works with a tracking system for all agreements drafted, negotiated and/or executed by any DCRI Contracts team member.
9. Liaises with ORC and GFCT (ORA) to ensure that all DCRI execution-ready agreements are being reviewed and executed in a timely manner.
10. Creates bi-weekly workload reports reflecting work in progress for all DCRI Contracts team members for discussions with DCRI Contracts’s Director and reallocation of workload as appropriate among team members.
11. Attends DCRI Contracts team meetings and provides attendees with e-mail reminders of assignments and ensures that these assignments are completed in a timely fashion.
• Maintains all DCRI Contracts team departmental files, including the creation of pdf copies of all executed agreements in the s:\ drive.
• Makes travel arrangements for members of the DCRI Contracts team and complete, process, and track associated expense reports.
• Schedules meetings and maintains individual calendars of the DCRI Contracts team.
• Performs other administrative duties as may be required from time-to-time.
Analytical, problem solving, and neg otiation skills
Excellent organizational, planning and prioritizat ion skills
Excellent oral and written communication skills
E xcellent proofreading skills
Knowledge of agreements used in suppo rt of clinical trials preferred
Excellent interpersonal skills
Knowledge of clinical trials process preferred
Familiarity wit h all internal processes and approvals that impactcontracting procedures
Willingness to attend training courses and contracting management courses, excel courses, industry shows, etc.).
Four years experience in contracts management and/or research and development arena (pharmaceutical company, CRO, ARO, etc.) with particular emphasis in contract administration and/or related contract generation and document management systems, or other relevant work experience.
Prefer Bachelor’s Degree in business, science or other related discipline and at least two year experience in contracts management and/or research and development arena (pharmaceutical company, CRO, ARO, etc.) with particular emphases in contract administration and/or related contract generation and document management systems.Minimum Qualifications
Work requires knowledge of basic mathematical, research and communications principles normally acquired through two years of postsecondary education.
Work generally requires four years of clerical or research experience OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE to acquire strong skills in administrative or project research responsibilities aswell as accepted office management, communications and research practices. A bachelor's degree in a field of study directly related to the specific position may be substituted for the education and two years of the experience requirement.
Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.
Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.
Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.