Contracts and Compliance Administrator

at  Baker Heart and Diabetes Institute

THE OPPORTUNITY

We are looking for an experienced and motivated administrator with an interest in the field of research to join our Legal Services team.
The Legal Services team is integral to supporting the research agenda that forms the Baker Institute’s mission. We provide advice to a number of departments often with tight schedules to meet specific deadlines. Operational knowledge of the Institute and its activities is essential. The Institute’s administration aims to provide very high-quality service to its internal clients at all levels, and so a high priority for the role is to meet the needs of people requiring legal, regulatory and insurance advice, the institute’s external community and key stakeholders.
The purpose of the role is to support the Contract and Compliance Manager in all aspects of Contract Management. In this role you will be responsible for providing administrative support throughout the life of contracts, entering information into the Institute’s contract management system for contracts, ensuring all post-contractual obligations, contract milestones and financial/budget requirements are met.
The successful applicant will be highly motivated, an excellent communicator with the ability to multitask in a high-pressure environment.

SKILLS AND EXPERIENCE

You will have:

• Experience in providing contracts management, legal services or advice to Science/Research Institute, or an understanding of the commercial landscape in which Science/Research institutes operate is highly desired.
• Excellent administration skills with demonstrated previous experience in project management and legal and executive support.
• A high level of interpersonal skills with the demonstrated ability to liaise with internal and external stakeholders to coordinate, execute and manage the flow of legal contracts including, but not limited to service agreements and contract variations from pre- to post-execution.
• Demonstrated ability to maintain strong working relationships with external stakeholders to ensure smooth contract management/administration.
• Demonstrated ability to meet deadlines without compromising close attention to detail and accuracy.
• Excellent planning and organisational skills, including the ability to manage a range of tasks with conflicting priorities.
• Excellent oral and written communication skills.
• Demonstrated ability to participate positively in a team.
• Previous experience with databases, contract management and financial platforms will be an advantage, however full training will take place.

In this role you will be expected to:

• Provide high level of confidential contract administrative support throughout the life of contracts and enter information into the Institute’s management system for contracts.
• Responsible for ensuring all post-contractual obligations are met, including but not limited to project and financial reporting obligations.
• Liaise with Researchers to ensure timely delivery of project reporting and ensure contract milestones (financial and non-financial) are met.
• Ensure all funds are spent in accordance with the contract budget for the purpose specified.
• Adhere to milestones and invoicing for contracts.
• Monitor payables for all research collaboration agreements and legal services within the Institute and ensure purchase orders accurately reflect the agreed contract budget.
• Provide timely responses to the Finance and Business Development and Commercialisation teams on the progress of contract activities against milestones for timely reporting, accurate invoicing and to manage timeline slippage.
• Monitoring privacy mailboxes and action claims, complainants, enquiries and concerns.
• Assist with collating data for annual insurance renewals, including travel insurance.
• Attend to the opening and closing of files and document management of large matters ensuring filing is maintained and completed on a timely basis with a high level of accuracy.
• Assist with the implementation, roll-out, continued development and staff training of the Institutes Research Management System (RMS).