Admin Contracts Assistant-Clinical Vendor Management

A. Job Summary 

To work as an integral part of the Clinical Vendor Management (CVM) team providing proactive, high quality contracts administrative support to the global Vendor Contracts Managers (VCMs) in collaboration with the Contracts Associates. The Contracts Assistant will liaise with both internal and external stakeholders as required in the execution and document management of clinical contracts, management of purchase order (PO) requisitions, in addition to general administrative activities including the review, migration and cleanup of contractual data. 

B. Principal Accountabilities 

•Clinical Contract Execution: Facilitates the contract execution process for all vendor and site contracts related to Biogen Idec’s clinical trials. This includes tracking, admin level QC, obtaining signature(s) as appropriate and ensuring prompt turn around and return to the recipient. Updating pertinent trackers and systems in a timely fashion. 40% 

•Electronic Storage of Contracts: Ensures that all site and vendor contracts are uploaded into Biogen Idec’s contract management repository within the agreed timelines. This may include collaborating with the Contracts Associate in providing oversight of CROs/FSPs who are contracted to upload contracts on our behalf to ensure commitments are met 20% 

•Data Cleanup and Migration: Collaborate with Contract Associates and Outsourcing Associate in the review and cleanup and migration of contract data in teams contract organizational tool and legal contract storage system. 25% 

•Purchase Order Support: Initiates the PO requisition process providing oversight and follow up as required until PO approval and issuance of a PO number 2.5% 

•Contract Archival: Responsible for arranging off-site document archival of all CVM initiated vendor and site contracts, working closely with the R&D records management team as required. 2.5% 

•Shared Drive Management: Provide oversight to ensure that the shared drive(s) are organized in an consistent and efficient manner 5% 

•Follow-Up: Liaise with internal and external vendors as needed on contract support matters 5% 

And other job duties that may be assigned from time to time. 

JOB CRITERIA 

Provides general administrative and contracts support to the global CVM team including Sr. Leadership, Sr. Managers, Vendor Managers (Site and Vendor) and Contracts Associate. 

Impact/Influence/Liaison 

Proactively provides the CVM team with seamless “back office” support in the execution of vendor and site contracts, management of post execution activities (tracking, upload and archival), initiation of Purchase Order Requisitions and ongoing PO management. The Contracts Administrator also plays a crucial role in ensuring the CVM Trial Master File (TMF) is maintained in an inspection ready state at all times contract execution is completed in accordance with established corporate processes and guidelines. 

Decision Making, Discretion & Latitude 

Independent 

•Responsible for ensuring prompt and efficient receipt, signature, delivery, tracking, uploading and archival of all clinical contracts within the CVM group 

•Follows up on PO process from requisitions through to PO approval 

•Identifies areas for administrative process improvement and provides suggestions 

With Direction 

•Initiates purchase order requisitions upon receipt of supporting documentation as needed 

•May support Vendor Contract Manager in researching contract history and next available appendix information 

Knowledge & Skills 

Must have excellent communication skills, the ability to work efficiently and to perform tasks simultaneously with minimum supervision in a fast paced environment, exceptional organizational skills with a demonstrated ability to work in an accurate manner, great attention to detail, the ability to exercise sound judgment and determine priorities, the ability to work as part of a dynamic team, the ability to execute activities under tight timelines and high stress situations, 

proficiency with computers including MS Office suite with emphasis on Excel and Word, and the ability to quickly learn new technologies and processes.