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Senior Contract Specialist

Posting Number: #224-21

Position Title: Senior Contract Specialist

Closing Date: Until Filled

Location: Remote

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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 Senior Contract Specialist provides technical expertise, inclusive of drafting, for procurement, contract development and purchasing of out-going third-party goods and services.  In collaboration with the Office of Research Administration and Agreements (ORAA) Team, a unit of the Office of Chief Legal Counsel (OCLC), the Senior Contract Specialist has responsibility for the implementation of processes, systems, and procedures related to contract administration for PHI’s clinical research portfolio.  Independently manages business processes through administrative and financial systems (including PeopleSoft) and the ORAA systems (including Salesforce) for subawards, subcontracts, consultant agreements, memorandum of understanding, and vendor agreements.  Coordinates inter-/intra-departmental contract flow-down and regulatory compliance.  Ensures appropriate levels of negotiation and compliance with all post-award agreements.

Essential Duties & Responsibilities

ORAA Team Support and Cross-department Coordination:

  • Update and maintain databases with real-time data about outside party agreements, supporting program needs and central administrative needs including satisfaction of informational requests for managerial and operational functions.
  • Communicate with program personnel to incorporate policies and processes into standard ORAA templates.
  • Support ORAA team with set up and maintenance of electronic agreement files, ensuring complete documentation for outside party agreements.
  • Support compliance-related requests.
  • Distribute agreements and amendments to outside parties, track project status, and support reporting to PHI personnel and programs.
  • Edit and re-distribute documents and agreements, as necessary, and update agreement records as needed.
  • Perform the above duties with general processing responsibility for the execution of documents and distribution of fully executed documents to all relevant parties.
  • Assist in distributing annual sub-recipient monitoring letters to outside parties; track responses in database and follow-up as needed.
  • Provide support to the public health intervention portfolio of agreements upon request.
  • Serve as liaison to PHI Grants & Contracts Team and PHI Programs with respect to outside party agreements and contracting issues that require cross-department coordination and expertise.
  • Provide technical support in tracking and implementing solutions to Salesforce and ORAA system issues.

Agreements Preparation and Drafting:

  • Hold responsibility for the development of Clinical Research Agreements, subawards and subcontracts in accordance with master funding agreements, templates, negotiation, and execution of a full contracts management process including the creation of non-industry and vendor agreements in accordance with standard terms, conditions, and templates; codification of contracting standards; negotiation guidelines and establishment of business processes.
  • Responsible for strict monitoring and tracking of regulatory and compliance issues as required by contractual agreements.
  • Prepare and successfully execute a mixed portfolio of sub-awards, subcontracts, subgrants, consultant and other vendor agreements and assures alignment with PHI’s classification of transactions policy.
  • Collaborate with program personnel, Grants and Contracts Specialists, and outside party representatives from development to full execution of agreements.
  • Identify, mitigate, and resolve complex subcontractor-related risks and compliance issues in consultation with Office of Chief Legal Counsel.
  • Determine appropriate procurement, contractual language and instruments for agreements while ensuring compliance with PHI policies and procedures and as required by funder guidelines, rules, regulations, etc.
  • Ensure compliance with the prime grant, contract and agreement requirements.
  • Advise relevant staff on appropriate contracting vehicles and language.
  • Determine appropriate insurance coverage and incorporate into contracts.
  • Assess level of risk for sub-recipients based on audit reports, financial statements and past performance working with PHI.
  • Contribute to annual sub-recipient monitoring procedures by securing documentation (including updated audit reports) and preparing content for internal review in compliance with federal regulations.

Minimum Qualifications

  • Seven years of related experience, which includes three to five years’ progressive experience in grant, contract, and/or subaward development and management, or other related experience.
  • Three to five years of experience in a clinical research-related field.
  • Proficient in the terminology of clinical trials, epidemiologic studies, medical records abstractions, disease registration, and public health interventions including contractual terms and key compliance requirements to support PHI projects, programs and organizational requirements.
  • Knowledge of IRB determinations (including IRB reliance and partial/full waivers of HIPAA authorization) and regulatory requirements for human subject protections in research under OHRP and FDA.
  • Understanding of key terms in clinical trial agreements and experience developing site-level work orders for performance of clinical trial activities.
  • Knowledge and understanding of specific contracting requirements.
  • 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 development, negotiation, processes and the use of technology to support process flow.
  • Proficient in legal and 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).
  • Bachelor’s degree in finance, life sciences, or related field is required. Additional 4 years of experience will be considered as an alternative for exceptional candidates.

Desired Qualifications

  • CITI Program Training preferred.

Important Information

  • This is a remote 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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