Grants & Contracts Administrator

Grants & Contracts Administrator

The Focused Ultrasound Foundation, a medical research, education and patient advocacy organization in Charlottesville, VA, is seeking a Grants & Contracts Administrator. This role is an exciting opportunity to support medical research in a small, entrepreneurial organization that is mission-driven and results-oriented.

The Grants & Contracts Administrator position at the Foundation supports execution of all research contracts in negotiation and/or revision (preclinical and clinical research funding agreements, amendments, extensions, and other less common forms of research contracts in support of scientific project manager needs). The Grants & Contracts Administrator leads weekly contract meetings, providing updates on the status of all active research contract negotiations. This role assembles research contracts and arranges for their approval and execution by senior Foundation staff. Externally, the Administrator serves as the primary point of contact throughout the contract negotiation process. The Grants & Contracts Administrator must provide excellent customer service to Foundation partners and staff while ensuring that best practices and Foundation policy are consistently met. This position serves as a member of the Research & Education team and provides direct support to research project managers and senior leadership.

This is an on-site position based in Charlottesville, VA. Candidates must be able to work in person at our office. Remote work is not an option for this role.

Roles and Responsibilities

Contract preparation

• Monitor and manage contract negotiation/revision for preclinical and clinical research contracts from inception to completion.
• Act as the primary point of contact for research contract-related inquiries and facilitate communication between parties involved.
• Query internal teams, such as scientific and finance, to ensure contracts are compliant with Foundation policies and finances.
• Perform initial review of contract terms and conditions, to make recommendations to senior staff on response to redlines.
• Maintain currency and accuracy of a broad range of contracting templates (clinical, preclinical, amendments, letters of agreements, etc).
• Assemble and format clinical budgets, ensuring accuracy and compliance with contractual obligations.
• Assist with resolving contract budget-related issues.
• Review and format contract-related documents, such as proposals and statements of work.

Process management

• Track and maintain accurate and up-to-date records of all Foundation research contract negotiation statuses, including amendments and extensions.
• Run weekly contract meetings, to update all relevant Foundation personnel on the status of contracts.
• Provide written reports to senior management on process metrics and the current status of existing contracts.
• Maintain and update relevant records for research projects and agreements in Salesforce.

Minimum Education and Experience

• Bachelor’s degree required.
• Three to five years of experience in contracting or related research support.
• Proficient in Microsoft Office suite, Adobe Acrobat, and database management systems.
• Salesforce experience preferred, but not required; training will be provided upon hire.

Qualifications

• Excellent attention to detail to ensure that research contracts are accurate and complete.
• Strong interpersonal skills with the ability to build relationships with stakeholders, including staff, principal investigators, and institutional contracting professionals.
• Demonstrated ability to successfully maintain positive interpersonal relationships and provide quality customer service to both internal and external stakeholders, guiding others on policy and procedures.
• Time-management skills to meet deadlines and prioritize tasks effectively.
• Excellent written and verbal communication skills; a proven ability to succinctly communicate relevant details to the appropriate stakeholders.
• Understanding of contracting principles, compliance regulations, risk management practices and their application to clinical and preclinical research.
• Strong organizational skills; the ability to track and manage different projects/contracts simultaneously; project management skills.
• Proven ability to handle sensitive and confidential information.
• Understanding of clinical trials and/or FDA regulations a plus.

To Apply

Send cover letter and resume in PDF format to jobs@fusfoundation.org.