Contract Documentation Specialist

Position Title: Contract Documentation Specialist

Work Location: North Chicago, IL, 60064- Hybrid

Assignment Duration: 12 Months (Possibility of extension)

Work Schedule: Monday–Friday, 8:00 AM–5:00 PM.

Work Arrangement: Hybrid

Position Summary:

• Responsible for maintaining essential contract documents/data in the contract database to be in compliance with Corp. Purchasing, Finance, & OEC Compliance policies.

Qualification & Experience:

• High School diploma or equivalent with minimum of 5 years relevant experience or an associate’s degree with 2 years relevant experience or a bachelor’s degree with a minimum of 1 year of relevant experience.
• Strong math and communication skills and experience with MS Excel and database entry necessary.
• Preferred experience in clinical research, Finance, Outsourcing, Accounts Payable, or equivalent.
• Strong knowledge of standard business procedures including contracting, finance, and budgeting.
• Exercise appropriate judgment when prioritizing work tasks; demonstrated ability to successfully manage projects to completion consistent with stated turn-around times and / or deadlines.
• Demonstrates analytical and critical thinking skills. Operates independently and with minimal oversight.
• Strong understanding of the overall Global Clinical Study process is preferred; demonstrates developing knowledge of a clinical study protocol and ability to translate it into contractual payment terms.
• Must be proficient in computer skills including Microsoft Office and have the ability to learn new software/technology quickly; knowledge of organizational systems and procedures (SAP, RAVE Electronic Data Capture, MIDAS, Quantum, Qlik, COMPASS etc.) including a thorough understanding of the payments process and systems is preferred.
• Must have attention to detail and the ability to recognize and work with manager to resolve computational and contractual errors in contracts and invoices.
• Well-developed communication skills and effective interaction with professionals, external sites, and vendors.

Key Responsibilities:

• Demonstrates operational knowledge of the applicable SOPs & practices required to effectively process clinical contracts.
• Responsible for the audit and financial reconciliation of clinical study trial vendor contracts utilizing various financial systems to summarize and consolidate payment history.
• Performs ongoing contract entry for all executed contracts.
• Primary interface with Clinical teams and other functional groups for payment-related activities.
• Assisting in the identification of payment discrepancies and propose resolutions and strategies to avoid them in the future.
• Coordinate payment timelines between Payment Specialists and other functional areas.
• Uses available databases and resources related to EDC database(s) in order to set-up payments in departmental database / system; may enter contract data into departmental database / system.
• Communicate status to management including proposing recommendations for issue resolution.
• Responsible for producing accurate and high-quality payments and reports in a timely manner.
• Investigate and resolve issues that arise independently or with minimal oversight.
• Coordinates clinical trial payments ensuring payments are properly processed within specified timelines including timely distribution of incoming invoices and tracking into appropriate databases.
• Provides guidance/information and answers to technical and non-technical questions regarding contracting process.
• Requisition processing of vendor agreements and Clinical Study Agreements (CSA) into contracting database, including a solid understanding of any auditable documentation needed for payment processing.
• Recognize and resolve vendor management issues to maintain system integrity (e.g., wrong supplier chosen by requisitioner).
• Processing of monthly electronic data capture (EDC) invoices for CSAs operating in trials.
• Verification of patient activity performed for each agreement when processing invoices.
• Independently investigate and resolve clinical trial vendor or site payment disputes.