Senior Specialist, Site Contracts

Overview

A Senior Specialist, Site Contracts role supporting clinical trial contracting activities across all stages of a study. Responsibilities include developing, reviewing, and assisting with the negotiation of Site Agreements with institutions and investigators, providing oversight and expertise for site contract work, and helping mitigate site contracting risks.

Responsibilities

• Prepare country contract templates
• Draft and send Site Agreements and any site-related contracts to begin negotiations
• Provide site contract execution planned timelines and site negotiation status
• Send items for translation (if applicable) and receive and translate items
• Review study budgets and costs related to contract negotiation
• Negotiate contract language and budgets with assigned sites through finalization and execution
• Escalate sponsor site requests outside of preapproved parameters
• Escalate risks and non-responsive sites to the Site Contracts Lead or internal team, as applicable
• If equipment is required to be provided to sites, ensure appropriate information or appendices are added to Site Agreements or associated documents
• Create donation agreements (as applicable)
• Review Site Agreements and associated contracts for completeness and accuracy
• Finalize contracts and budgets with sites
• Perform quality checks of Site Agreements and associated contracts before the signature process begins
• If requested, provide draft or signed contracts and budgets to the regulatory team for submission purposes (where needed)
• Liaise with Legal, Data Privacy, study teams, sponsors, sites, investigators, and other stakeholders
• Facilitate contract signatures by the organization (when applicable)
• Send fully executed Site Agreements and associated documents to sites, electronic Trial Master File (eTMF), payment team, sponsors, and post to internal systems (as applicable)
• Negotiate Site Agreement amendment language and budgets with sites
• Create termination letters and send them to sites for signature (as applicable)
• Maintain tracking tools with live, real-time updates
• Prioritize effectively and respond to urgent requests within the internal team or sponsor
• Review Trial Master File (TMF) structure, oversee Investigator Grants Budgets, and ensure quality checks for site agreements
• Serve as a lead and subject matter expert on site agreements and related processes, including:
  • Preparing and updating contract templates
  • Coordinating master budgets and contract and budget plans
  • Sending these to the sponsor
  • Managing site agreements
• Maintain tracking tools, communicate site contracting strategies, timelines, and tracking requirements, and escalate issues as necessary
• Develop mitigation plans, resolve site contracting negotiation issues, and contribute to process improvement initiatives
• Perform other duties as assigned (duties and responsibilities listed are representative and not necessarily all-inclusive)

Requirements

• Advanced contract negotiation skills

• Proficient in negotiating complex contract terms with clinical sites and vendors

• Skilled in resolving contract issues and disputes efficiently

• Regulatory compliance knowledge

• Thorough understanding of international and local regulatory requirements for clinical trials (e.g., U.S. Food and Drug Administration [FDA], European Medicines Agency [EMA], International Council for Harmonisation – Good Clinical Practice [ICH-GCP])

• Ensures all contracts comply with the latest regulations and guidelines

• Communication and problem-solving

• Excellent verbal and written communication skills for effective interaction with internal stakeholders and clinical sites

• Ability to clearly explain complex contract terms and processes

• Strong problem-solving and critical/strategic thinking skills to address contract-related challenges

• Collaboration and teamwork

• Ability to work effectively with cross-functional teams, including legal, finance, and clinical operations

• Skilled in fostering a collaborative work environment

• Technical proficiency

• Proficiency in contract management software and tools

• High level of accuracy in reviewing and drafting contracts

• Ability to identify and correct discrepancies or potential issues in contract documentation

• Understanding of budgeting and financial principles related to clinical trial contracts

• Ability to negotiate cost-effective terms and manage financial aspects of contracts

• Basic understanding of legal terminology and principles related to contracts

• Ability to work closely with legal counsel to ensure contracts meet legal and regulatory requirements

• Strong time management skills to meet deadlines and manage the contract lifecycle efficiently

• Ability to handle high volumes of work and perform under pressure

• Strong project management skills to oversee multiple site contracts simultaneously

• Ability to prioritize tasks, manage timelines, and ensure contract deliverables are met

• Advanced analytical skills to review and interpret contract terms and financial data

• Ability to identify risks and develop mitigation strategies

Your Experience

• 3 to 5 years of experience as a Contract Specialist in the clinical research, pharmaceutical, or Contract Research Organization industry
• Bachelor’s degree or equivalent in Business Administration, Finance, Science, or a related field
• Excellent verbal and written English language skills
• Proficiency with Microsoft Word, Excel, and Outlook
• Knowledge and understanding of International Council for Harmonisation (ICH) and Good Clinical Practice (GCP) Guidelines, as well as local country legislation and local regulatory requirements in the sphere of clinical trials

Compensation & Benefits

• United States of America: $71,500.00 - $142,500.00 annually
• Compensation is based on location, relevant experience, performance, education, and internal equity.
• In addition to base salary, a competitive benefits package is offered depending on location.

Location

United States of America