Contracts Specialist

Position Title: Contract Coordinator II

Work Location: North Chicago, Illinois 60064

Assignment Duration: 12 Months

Work Schedule: Hybrid-onsite (Tuesday, Wednesday, and Thursday). Must be in the office during these designated days.

Position Summary

The Contract Coordinator II is responsible for the economical, efficient, and timely creation, negotiation, and implementation of consulting and promotional speaker contracts to support client initiatives. This role requires managing a high volume of contracts under tight timelines while adhering to a strict standard of business ethics, integrity, and organizational compliance guidelines. The ideal candidate will bridge the gap between compliance requirements and business needs in a customer-centric manner, working closely with healthcare professionals (HCPs), non-HCPs, and patients.

Key Responsibilities

Contract Management & Execution

• High-Volume Processing: Efficiently manage, draft, and process a high volume of consulting and promotional speaker agreements (typically 20–30 agreements per week; approx. 500 agreements per year), including proactive follow-ups and final execution.
• Negotiation: Effectively develop, review, and negotiate agreements with Key Opinion Leaders (KOLs), patients, advocacy executives, and business owners.
• System & Records Management: Maintain necessary files, records, and procurement tools (e.g., SAP, contract management systems) to track progress, prioritize tasks, and meet strict deadlines.

Compliance & Stakeholder Communication

• Regulatory Alignment: Ensure strict compliance with applicable policies, procedures, and external guidelines (e.g., FDA, PhRMA).
• Customer-Centric Compliance: Manage discussions with business owners and stakeholders regarding compliance requirements, translating complex regulations into clear guidelines to ensure organizational alignment.
• Cross-Functional Collaboration: Act as an interface for the assigned therapeutic area globally. Build and maintain relationships across multiple internal groups, including Legal, Commercial Operations, Medical Affairs, and R&D.

Process Improvement & Problem Solving

• Workflow Optimization: Identify, develop, and implement standardized contracting practices to streamline workflows. Design future guidance tools for other team members.
• Navigating Ambiguity: Adapt to "grey areas" by thinking critically, solving problems independently as they arise, and establishing structure where it doesn't yet exist.
• Continuous Improvement: Participate in regular team meetings to discuss challenges, align on ongoing negotiations, and resolve process roadblocks collaboratively.

Qualifications & Experience

Experience & Education

• Years of Experience: 3–5 years of experience processing high volumes of contracts with a strong commitment to delivering exceptional customer service.
• Education: BA/BS degree is preferred. However, an Associate Degree or High School Diploma is fully acceptable provided the candidate has strong, relevant high-volume contracting experience.
• Industry Background: Experience within the Pharmaceutical industry and familiarity with FDA/PhRMA guidelines is highly preferred and prioritized. Candidates with experience managing high volumes of contracts for third-party vendors or compliance-driven environments outside of pharma will also be considered.

Skills & Competencies

• Core Competencies: Strong contract negotiation, project management, and independent compliance review skills.
• Communication & Soft Skills: Outstanding verbal and written communication skills. Proven ability to handle crucial conversations, offer/receive constructive feedback, and deliver customer service through empathy, active listening, and emotional intelligence.
• Adaptability & Autonomy: Ability to thrive in a fast-paced, high-volume environment, work independently without supervision, and manage multiple tasks simultaneously.
• Technical Aptitude: Proficient with computer applications (Word, Excel, PowerPoint) and a strong aptitude for learning business process tools (SAP and contract management systems). Structured training on internal tools will be provided.
• Cultural Awareness: Ability to understand and apply cultural awareness when dealing with both US and OUS (Outside US) business entities.

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