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Manager, Clinical Research Agreements and Administration

Posting Number: #069-21

Position Title: Manager, Clinical Research Agreements and Administration

Closing Date: Until Filled

Location: Oakland, CA/Remote (Oakland is preferred)

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The Public Health Institute (PHI) is an independent, nonprofit organization dedicated to promoting health, well-being, and quality of life for people throughout California, across the nation and around the world. As one of the largest and most comprehensive public health organizations in the nation, we are at the forefront of research and innovations to improve the efficacy of public health statewide, nationally, and internationally.

Position Summary

The Manager, Clinical Research Agreements and Administration drafts agreements, subcontracts and subawards and provides technical expertise for all out-going third-party contracts and agreements pertaining to PHI’s clinical research programs.  The Manager, Clinical Research Agreements and Administration will supervise the ORAA workflow, process, system, and procedures related to contract administration for subawards, subcontracts, consultant agreements, memorandum of understanding, and vendor agreements.  The Manager, Clinical Research Agreements and Administration will also supervise the clinical ORAA drafting team members. Leads inter-/intra-departmental coordination required to ensure contract flow-down and confirm regulatory compliance.  Possesses technical expertise and experience using legal and contractual concepts to assess and resolve the most complex issues. Directs and oversees all subcontract administration from sourcing of bidders to closeout of subcontracts and records retention. Responsible for leading subcontract administration, strategy development and implementation that ensures appropriate levels of negotiation and compliance with all out-going agreements.

Essential Duties & Responsibilities

  • Implements structures that enable and enhance monitoring and tracking of regulatory and compliance issues as required by contractual agreements. Provides training and direction to staff on the implementation of contractual guidelines and policies.
  • Prepares, drafts, and/or executes a mixed portfolio of subawards, subcontracts, subgrants, consultant and other vendor agreements.
  • Supervises members of the Clinical ORAA drafting team to provide professional development, resolve concerns or questions in the preparation or drafting of agreements, monitor workflow and ORAA team metrics, and ensure equitable distribution of workload and assignments through cross-training and cross-team support.
  • Collaborates with program personnel, Grants and Contracts Specialists, and third-party representatives in following through from development to full execution.
  • Works closely with Chief Legal Counsel in the execution of highly complex, specialized agreements that require appropriate business, policy and legal review.
  • Determines appropriate procurement, contractual language and instruments in accordance with standards set by the Office of Chief Legal Counsel while ensuring compliance with PHI policies and procedures. Confirms compliance with funder guidelines, rules, and regulations in partnership with the OCLC Department.
  • Evaluates subcontractor and subgrant proposals (terms and conditions and pricing) in order to recommend negotiation strategies to meet program needs. Confirms compliance with the prime grant, contract and agreement requirements.
  • Effectively executes PHI and funding agency policies and procedures relating to subcontracts management. Manages sub-recipient monitoring program for PHI’s clinical research portfolio.
  • Identifies, mitigates, and escalates complex subcontractor-related risks and issues.
  • Advises relevant staff, including Senior Management, on appropriate forms of agreement and language in accordance with OCLC’s standards.
  • Provides support to the public health intervention portfolio of agreements upon request.

 Qualifications

  • Eight years progressive experience in grant, contract, and/or subaward development and administration. This should include three years of experience in a clinical-research-related field.
  • Bachelor’s degree in Finance or related field required.
  • Advanced knowledge and understanding of specific contracting requirements.
  • Experience in providing technical and project management in setting priorities, directing setting for cross-functional teams, and meeting project timeline goals.
  • Experience with budget development and management.
  • Knowledge of pertinent federal and non-profit sponsor regulations including OMB Circulars, Agency Grants Policy Statements, Federal Acquisition Regulation, patent and copyright law, and cost-accounting standards.
  • Knowledge of best practices regarding contract administration, negotiation, processes and the use of technology to support process flow.
  • Strong communication acumen in order to understand contractual terminologies and specifications in agreements.
  • Advanced written, verbal and interpersonal communications; advanced ability to deal with broad and diverse constituencies with advanced customer service orientation and skills.
  • Advanced organizational, presentation and negotiation skills.
  • Ability to use independent judgment and strategic thinking skills in solving problems.
  • Advanced listening, political acumen skills and problem recognition, avoidance and resolution skills.
  • Ability to work collaboratively in a team environment as well independently.
  • Ability to work in an organization with an entrepreneurial culture that operates in a highly regulated environment.
  • Excellent customer support orientation.
  • Comprehensive knowledge of Microsoft Office applications (Word, Excel, PowerPoint and Email).
  • Experience with Salesforce and PeopleSoft systems preferred.

Desired Qualifications

  • Juris Doctorate or a Master’s in Public Administration, Business Administration or related field.
  • CRA or Paralegal Certificate.

Important Information

  • This is a full-time (40 hours per week) position.

The Public Health Institute is committed to a policy that provides equal employment opportunities to all employees and applicants for employment without regard to race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and to make all employment decisions so as to further this principle of equal employment opportunity. To this end, the PHI will not discriminate against any employee or applicant for employment because of race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and will take affirmative action to ensure that applicants are offered employment and employees are treated during employment without regard to these characteristics.

To apply for any position, you must create an account on the Public Health Institute’s job application site. After creating your account, you may search the open positions and apply for the specific position that interests you. Please note, mailed and emailed applications will not be accepted.

We’re so pleased the Public Health Institute is an organization you would like to work with. Do you have questions about this opportunity? If so, email our recruitment team at Recruitment@phi.org.

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