Department
Provost URA: Clinical Trials Contracting
About the Department
University Research Administration has the responsibility to review and provide institutional endorsement for all proposals to federal and other external sponsors (excluding gifts), assuring compliance with University policies and sponsor terms and conditions. URA is the institutional authority for the negotiation and acceptance of financial support or other contractually-binding obligations in the form of a contract, grant, or agreement, including material transfer agreements and clinical trials.
Job Summary
The Agreement Coordinator – Clinical Trials sits within the Research Contracts Group at University Research Administration (URA) that is responsible for the negotiation and execution for all research related agreements at the University. The group is organized into three teams that support Clinical Trials, Industry Collaboration, and Research Related Grants and Contracts.
This position serves as a central operational support role dedicated to the Clinical Trials team, facilitating agreement execution, stakeholder coordination, and workflow management to support the efficient activation and maintenance of clinical trial agreements. The Agreement Coordinator will triage incoming inquiries and work assignments, maintain documentation and data integrity, and serve as a key liaison between internal and external stakeholders.
This entry-level role requires practical administrative and organizational skills, attention to detail, and the ability to manage multiple concurrent tasks in a fast-paced research environment. The incumbent receives guidance and direction from leadership and senior team members, with the expectation of growing into an independent contributor.
Responsibilities
Agreement Coordination and Execution
Coordinate agreement execution and routing for the Clinical Trials Contracts Team, ensuring timely and accurate processing of clinical trial agreements.
Serve as the primary point of contact for Investigators and Study Teams for the submission and review of required study documents for new study intake, activation, and ongoing maintenance of core study files, including up-to-date budget and regulatory documents.
Triage initial study and agreement intake submissions, ensuring accurate and efficient processing of required documents; verify completeness, route submissions appropriately, and escalate issues as needed.
Conduct a thorough preliminary review of agreement submissions to confirm the presence and accuracy of all essential documentation, enabling seamless navigation through the appropriate activation pathway; identify gaps or deficiencies and proactively coordinate with stakeholders to resolve outstanding requirements.
Monitor agreement execution timelines and delays, including approval status, signature delays, and contract execution; and notify leadership regarding these trends.
Assist stakeholders in navigating institutional processes and obtaining needed information and services from ancillary units and regulatory committees (e.g., IRB, Conflict of Interest Committee, Institutional Biosafety Committee).
Stakeholder Support and Communication
Serve as point of contact for the Clinical Trials Contracts Team by providing general information and responding to inquiries from internal and external stakeholders.
Monitor group emails and outside inquiries; respond or forward as appropriate.
Submit and track requests with external stakeholders, ensuring timely updates, progress monitoring, and successful delivery; maintain clear communication with external and internal stakeholders to address delays or issues.
Send follow-up communications to regarding agreement status, outstanding items, and next steps.
Assist PIs, study coordinators, and other research staff with problem-solving related to clinical, logistical, financial, and regulatory issues as they relate to agreement processes.
Administrative Operations and Data Management
Assist with…