University of Massachusetts Medical School

Contract Administrator II - Terms Specialist

4 weeks ago(11/20/2017 2:49 PM)
Requisition Number
# of Openings
Exempt/Non-Exempt Status




The Contract Administrator II, Terms Specialist has primary responsibility for the review and negotiation of activities under the purview of the UMass Center for Clinical and Translational Science Office of Clinical Research, including industry sponsored Clinical Trial Agreements (CTAs), clinical research funding or support agreements, amendments, subcontracts, Confidential Disclosure Agreements (CDAs) and non-funded clinical/human research agreements.  Review and negotiate agreements to ensure compliance with institutional and applicable federal and state requirements, especially related to indemnification, subject injury, publication, protection of data/HIPAA, intellectual property, insurance, termination and Human Research Protection Program (HRPP) requirements.  The Contract Administrator, II—Terms Specialist serves as the primary point of contact with non-federal sponsors for agreement-related matters and coordinates activities/works closely with associated units such as Research Funding Services, Office of Technology Management, Departmental Administrators and Investigators.   Consults with UMass Office of General Counsel on as-needed basis.



  • Represents UMass Medical School to Industry and non-federal sponsors in negotiation of clinical research funding agreements;
  • Provides information about institutional positions, policies and requirements to funders as well as study teams/Investigators;
  • Coordinates with Contract Administrator II—Budget Specialist, Contract Administrator III and department/study team on negotiation of budget terms for associated agreements and provides cross-coverage to Contract Administrator II and III as necessary;
  • Log, review, track and negotiate agreements and amendments in accordance in a timely manner; reviewing for accuracy, completeness and adherence to institutional positions, requirements and policy as well as applicable state, federal and other law or regulation;
  • Monitor negotiation timelines in adherence to departmental goals and work with Investigators, Departments, Clinical Research Operations Manager and Study Teams to support expedited study initiation;
  • Keep Principal Investigators, Department Administrators, Study Team and team members apprised of potential roadblocks and substantive contracting or budget negotiation issues;
  • Prepare final documents for final review and execution by institutional signatory;
  • Coordinate with Contract Administrator II—Clinical Budget Specialist, Contract Administrator III and department/study team on negotiation of budget terms for associated agreements;
  • Coordinate with Clinical Research Operations Manager and study team/Investigator on issues of feasibility and implementation;
  • Participate in pre-award training and educational outreach initiatives to faculty and UMMS staff. Assists in preparation of institutional training materials and presentations;
  • Assist with the development and maintenance of all assigned written departmental policies and operating procedures.
  • Recommend and implement process enhancement recommendations to support expedited project startup;
  • Assist with web page content development and maintenance as directed;



  • Create, review and negotiate grant applications and contract proposals reviewing for accuracy, completeness, presentation of project, and appropriate budgets.
  • Review, analyze, interpret, and negotiate legally binding terms and conditions of awards.  Advise faculty and UMMS staff on award terms and conditions.  Prepare and process agreements, and amendments.
  • Ensure all relevant documents are in compliance with respect to institution policies, federal regulations, state regulations and sponsor guidelines.
  • Responsible for all aspects of the budgets related to award including review of re-budgeting requests ensuring compliance with both internal audit and sponsor guidelines.
  • Oversee the generation of payments requests.
  • Resolve conflicts and facilitate contract and grant revisions through discussions and correspondence with agency officers and legal personnel, University counsel, faculty and staff.
  • Work with principal investigators and UMMS staff by providing advice in the preparation of responses to Requests for Applications, Program Announcements, Requests for Proposals and other special funding mechanisms by analyzing, interpreting, and explaining their unique requirements.
  • Ensure the validity of data transferred to post-award financial systems and permissibility of proposed post-award budget changes.  Work closely with Grant Accounting to resolve any issues.
  • Participate in pre-award training and educational outreach initiatives to faculty and UMMS staff.  Assists in preparation of institutional training materials and presentations.
  • Perform risk management assessment and closeout audits required to formally closeout awards.  Facilitate process ensuring required progress and final reports are submitted.
  • Perform other duties as required.



  • Bachelor’s degree in Business Administration, or equivalent experience
  • 3 years of relevant experience in grant/contract preparation preferably working in a research administration environment.
  • Experience in contract negotiations.
  • High level of oral and written communication skills with ability to interpret and communicate policies effectively.
  • Demonstrated problem solving skills with ability to recommend alternative solutions to complex issues with the capability of persuading others toward a course of action.
  • Knowledge of NIH and other Federal agency regulations.
  • Advanced computer skills including Microsoft Office software, web searching, database applications, and information retrieval.  PeopleSoft knowledge helpful.  
  • Excellent organizational and time management skills.
  • Excellent interpersonal skills including the ability to prioritize, problem solve and work under pressure in a deadline oriented environment.
  • Demonstrated ability to act with discretion and judgment and maintenance of confidentiality. 


  • Knowledge of FDA, ICH/GCP, HIPAA, federal acquisition/Federal agency regulations and familiarity with AAHRPP requirements strongly preferred;
  • Understanding of Intellectual Property and legal concepts such as indemnification and liability strongly preferred;
  • Understanding of contracts, regulations and related concepts


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