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Contracts Administrator

Department: Legal

Contracts Administrator

The mission of the Allen Institute is to unlock the complexities of bioscience and advance our knowledge to improve human health. Using an open science, multi-scale, team-oriented approach, the Allen Institute focuses on accelerating foundational research, developing standards and models, and cultivating new ideas to make a broad, transformational impact on science.

The mission of the Allen Institute legal team is to provide support and structure to the scientific divisions. Coinciding with the team science approach, administration helps facilitate team learning and the overall mission of the institute.

The Contract Administrator works directly with the Allen Institute’s legal team supporting contracts across the organization as well as compliance and other corporate matters. Under the supervision of an attorney, this role provides top-notch service-oriented support for contract transactions, drafting, reviewing, negotiating, and managing contracts databases and organization. This role performs a broad range of assignments, simple to complex, involving application and legal knowledge and skills and responds to questions of legal interpretation and first impression, working independently on their workload. The Contract Administrator is a self-starter with the ability to manage stressful situations with diplomacy and tact, and has a combination of project ownership mentality, intellectual curiosity and roll up your sleeves attitude.

The Allen Institute believes that team science significantly benefits from the participation of diverse voices, experiences, and backgrounds. High-quality science can only be produced when it includes different perspectives. We are committed to increasing diversity across every team and encourage people from all backgrounds to apply for this role.

Essential Functions

  • Provide contract support for standard agreements and execute on the Allen Institute contracts process, including:
    • Review, draft, and negotiate agreements such as services agreements, non-disclosure agreements, material transfer agreements, collaborative research agreements, and simple amendments
    • Create first draft of contracts using information gathered from clients
    • Manage incoming and outgoing contract requests, including contract and database entry processes
    • Manage internal contract approvals and signature process
  • Maintain and manage contracts management database and create reports as necessary
  • Work on various Legal Department projects, such as maintaining templates and contracts playbooks, creating reports, and managing processes
  • Maintain form libraries and work with other members of the legal team to build out and maintain internal policy and process documentation
  • Work with attorneys to help support legal needs of internal business clients and assist with projects in other areas of the legal department as needed
  • Provides consistent, efficient, and excellent service and work product to clients; seeks and incorporates feedback from multiple sources; strives to add value beyond the immediate requests from clients
  • Understands implications of own work to long-range legal department and Allen Institute mission and goals; demonstrates holistic understanding of Allen Institute to advance its mission, vision and values
  • Consistently works collaboratively and foster collaboration and respect with team members and peers across the Allen Institute

Required Education and Experience

  • High School Diploma or equivalent and at least 2 years of relevant experience or equivalent combination of experience and education
  • 2 years managing contracts for a small to mid-size organization
  • Experience managing contracts database platforms and organization systems

Preferred Education and Experience

  • 3-5 years of related In-house experience, nonprofit experience, and/or biotech experience preferred
  • Paralegal certificate not required, but helpful
  • Works under minimal supervision with wide latitude for independent judgment
  • Uses independent judgment and experience to plan and prioritize work that involves difficult problems and/or decisions; understands when to elevate potentially controversial matters and/or matters with material implications to attorneys for guidance and assistance
  • Performs complex tasks and completes assignments with little or no assistance
  • Has the ability to work with cross-functional groups and understand impacts on legal processes
  • Understands legal terms and has knowledge of standard practices, procedures, software, and technologies used in the legal department
  • Work product is consistently complete and accurate
  • Holds a strong commitment to exceeding expectations on client service and work product
  • Excellent time management and organization skills; ability to work efficiently and motivated to find ways to make processes more efficient and user friendly
  • Consistently and effectively uses communication techniques appropriate to the person or audience; communicates with clients and third parties even when the answer is not known
  • Uses discretion when handling confidential information and works well with people at all levels inside and outside of the organization

Skills and Attributes

This is a career development position and the Contract Administrator is expected to have many of the competencies listed in the legal department competency matrix for this position and be working to further develop the competencies, including:

  • Uses independent judgment and advanced experience to plan and prioritize work that involves difficult problems and/or decisions; understands when to elevate potentially controversial matters and/or matters with material implications to attorneys for guidance and assistance
  • Understands legal terms and has thorough knowledge of standard practices, procedures, software, and technologies used in the legal department
  • Ability to train and mentor others on contracts, the contracts process, and related work both within and outside the legal department
  • Consistently exhibits strong project management skills
  • Works with limited supervision for administrative tasks, moderate supervision with some latitude for independent judgment on legal tasks; with supervision, performs complex and responsible tasks
  • Work product is consistently complete and accurate; consistently ensures that the work product of others that is incorporated is correct and of high quality
  • Holds a strong commitment to exceeding expectations on client service and work product; often looks beyond requirements of own job and offers suggestions for improvements; inspires others to be successful
  • Has strong sense of urgency about solving problems and consistently gets work done timely
  • Utilizes strengths of team members to achieve optimal performance; is flexible and can work with a wide variety of people on different tasks
  • Consistently and effectively uses communication techniques appropriate to the person or audience; communicates with clients and third parties even when the answer is not known
  • Demonstrated ability to use Office 365 products and database software, as well as the ability to quickly master new software and applications; the legal team and the Allen Institute currently uses Oracle, Convercent, Inteum/Minuet, and Power BI

Physical Demands

  • Fine motor movements in fingers/hands to operate computers and other office equipment

Position Type/Expected Hours of Work

  • This role is currently able to work remotely due to COVID-19 and our focus on employee safety. We are a Washington State employer, and remote work must be performed in Washington State. We continue to evaluate the safest options for our employees. As restrictions are lifted in relation to COVID-19, this role will return to work onsite.

 

It is the policy of the Allen Institute to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, the Allen Institute will provide reasonable accommodations for qualified individuals with disabilities.

 

 
 
 
 

 

 
 

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