Contract Documentation Specialist

Job Description

Job Description

Description :

Responsible for maintaining essential contract documents / data in the contract database to be in compliance with Corp. Purchasing, Finance, & OEC Compliance policies.

Work with Clinical teams, Clinical Analysts, appropriate departmental team members & resources, and functional areas to maintain the flow of Purchase Order Payment Requests using the designated invoice screening / tracker database, and systems.

Maintain payments and historical entry in database to allow for accurate reporting.

Interpretation of clinical contracts and payment terms is required.

Responsible for compliance with applicable Corporate & Divisional Policies & procedures.

Demonstrates operational knowledge of the applicable SOPs & practices required to effectively process clinical contracts.

Responsible for the audit and financial reconciliation of clinical study trial vendor contracts utilizing various financial systems to summarize and consolidate payment history.

Performs ongoing contract entry for all executed contracts.

Primary interface with Clinical teams and other functional groups for payment-related activities.

Assisting in the identification of payment discrepancies and propose resolutions and strategies to avoid them in the future.

Coordinate payment timelines between Payment Specialists and other functional areas.

Uses available databases and resources related to EDC database(s) in order to set-up payments in departmental database / system; May enter contract data into departmental database / system.

Communicate status to management including proposing recommendations for issue resolution.

Responsible for producing accurate and high-quality payments and reports in a timely manner.

Investigate and resolve issues that arise independently or with minimal oversight.

Coordinates clinical trial payments ensuring payments are properly processed within specified timelines including timely distribution of incoming invoices and tracking into appropriate databases.

Provides guidance / information & answers to technical & non-technical questions regarding contracting process.

Requisition processing of vendor agreements and Clinical Study Agreements (CSA) into contracting database, including a solid understanding of any auditable documentation needed for payment processing.

Recognize & resolve vendor management issues to maintain system integrity (e.g., wrong supplier chosen by requisitioner).

Processing of monthly electronic data capture (EDC) invoices for CSAs operating in trials.

Verification of patient activity performed for each agreement when processing invoices.

Independently investigate and resolve clinical trial vendor or site payment disputes.

Qualifications :

Bachelor's Degree with a minimum of 1 year of relevant experience; OR

Associate's Degree with 2 years relevant experience; OR

High School diploma or equivalent with minimum of 5 years relevant experience.

Fresh graduate also considered

Must be able to use critical thinking skills to work independently under minimal direction to evaluate, manage, & prioritize responsibilities.

Strong understanding of the overall Global Clinical Study process is preferred.

Must be proficient in computer skills including MS Office with ability to learn new software / technology quickly.

Strong knowledge of standard business procedures including contracting, finance, and budgeting.

Can operate in a very fast paced and changing environment, with the ability to pivot from task to task in a calm, effective and efficient manner

Ability to effectively communicate (verbally and written) with internal and external stakeholders

Strong computer (excel) skills to work with complex databases

Strong math, communication skills and experience with MS Excel and database entry necessary.

Prefer experience in clinical research, Finance, Outsourcing, Accounts Payable, or equivalent.

Strong knowledge of standard business procedures including contracting, finance, and budgeting.

Exercise appropriate judgment when prioritizing work tasks; Demonstrated ability to successfully manage projects to completion consistent with stated turn-around times and / or deadlines.

Demonstrates analytical and critical thinking skills.

Operates independently and with minimal oversight.

Strong understanding of the overall Global Clinical Study process is preferred; Demonstrates developing knowledge of a clinical study protocol and ability to translate it into contractual payment terms.

Must be proficient in computer skills including Microsoft Office and have the ability to learn new software / technology quickly; knowledge of internal systems and procedures (i.e. SAP, RAVE Electronic Data Capture, MIDAS, Quantum, Qlik, COMPASS etc.), including a thorough understanding of the payments process and systems is preferred.

Must have attention to detail and the ability to recognize and work with manager to resolve computational and contractual errors in contracts and invoices.

Well-developed communication skills and effective interaction with professionals, external sites, and vendors.

Benefits :

Healthcare Insurance : Synectics offers eligible employees and their dependents healthcare coverage through BlueCross BlueShield of Illinois. Eligibility begins on the 1st day of the calendar month following 60 days of continuous full time employment with Synectics. Premiums are subsidized by Synectics.

Dental Insurance : Synectics offers eligible employees and their dependents a dental plan through MetLife. Eligibility begins on the 1st day of the calendar month following 60 days of continuous full time employment with Synectics.

Vision Insurance : Synectics offers eligible employees vision insurance through VSP. Eligibility begins on the 1st day of the calendar month following 60 days of continuous full time employment with Synectics.401(k) Plan : The Synectics Inc. Investment Savings Retirement Plan. Synectics offers all employees who are 21 years of age or older the opportunity to invest in the 401(k) Plan on the first enrollment date that is at least 30 days after employment begins. Enrollment dates are each January 1st, April 1st, July 1st, and October 1st.

Technical Certification Bonus : Synectics is pleased to award its employees a bonus of up to $500 for an approved professional certification. In determining the bonus amount, Synectics will consider the cost of the test(s) for any certification relating to your current position, achieved during your employment with us. Only one Certification Bonus per calendar year may be awarded per employee. Only current, active employees will be eligible to receive this bonus. It will be awarded 90 days after the Synectics office has received documentation confirming the successful completion of the certification.

Synectics is an equal opportunity employer.