What are the responsibilities and job description for the Contract Documentation Specialist position at Synectics Inc.?
Duties
- Responsible for maintaining essential contract documents/data in the contract database to be in compliance with Corp. Purchasing, Finance, & OEC Compliance policies.
- Must be able to use critical thinking skills to work independently under minimal direction from management to evaluate, manage, & prioritize contract-processing tasks from pre-negotiated contracts through completion.
- 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.
- 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 skills
- Prefer experience in clinical research, Finance, Outsourcing, Accounts Payable, or equivalent.
- 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 developing knowledge of a clinical study protocol and ability to translate it into contractual payment terms.
- Knowledge of systems and procedures (i.e. SAP, RAVE Electronic Data Capture, MIDAS, Quantum, Qlik, COMPASS etc.), including 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.