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Contract Specialist, CSM Legal, Cumming School of Medicine

Job ID: 18755

Updated: July 8, 2019

Location: Foothills Campus

Position Overview

The Department of CSM Legal in the Cumming School of Medicine is currently seeking a Full-time Regular Contract Specialist.

The Contacts Specialist reports to the Manager of Legal, Research Services, Cumming School of Medicine and works in cooperation with legal counsel for the Cumming School of Medicine.

Legal, Research Services, Cumming School of Medicine plays a vital role in the research process, helping faculty members to formalize the agreements which fund research projects taking place within the Cumming School of Medicine. This office is under constant pressure to complete work in a timely and effective manner. The Contracts Specialist reviews and revises the draft contracts that are submitted. Communicates with respective contract parties to assist to finalize the terms on research contracts for execution under the general direction of the Manager of Legal, Research Services, Cumming School of Medicine.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

  • Contract/Agreement review
    • Draft and review of clinical research contracts
    • Research contracts, data transfer agreements, material transfer agreements, clinical trial agreements, clinical research grant agreements, amendments, and sub-site agreements
    • Accountable for the content in agreement, and will interpret content, propose alternate language, and determine when necessary to engage the Manager of Legal, Research Services, Cumming School of Medicine or Legal Counsel
    • Negotiate contract changes with Researchers and external sources (such as external sponsors, government agencies and industry)
    • Independently manage conflict and balance the competing interests of faculty members, external partners and the University under constant time pressure
    • Direct faculty members on the most suitable strategy and persuading external partners to follow such strategy for completing transactions
    • Interpret, revise and finalize clinical research contracts for accuracy and to ensure all terms are in compliance with University policies
    • Advise and make recommendations on substantive law and administrative needs regarding clinical research contracts
    • Directly communicate and exchange information with other University departments, faculty, staff and external sources such as government agencies, and corporate sponsors in a professional and pleasant manner regarding all aspects of legal review of the clinical research contracts
    • Ensure all the required forms, attachments, and supporting documents are in place in the contracts
    • Cross train to process material transfer agreements (MTA), partnership agreements and non-clinical research agreements, among other agreements, in the absence of other Contract Specialists
  • Manage Contract/Agreement process
    • Manage own and legal counsel work flow
    • Track the flow of documents and provide feedback to the other University departments, governments and corporate sponsors regarding the status of the paperwork
    • Ensure proper certifications are in place
    • Maintain templates for research agreements
    • Manage and finalize a diverse portfolio of active legal files to ensure both individual and unit goals are achieved
    • Ensure agreements are completed in a timely fashion within unit standards
    • Maintain highly-organized records in both electronic and paper format
    • Independently establish priorities for completion of work
    • Use a tracking system (SharePoint) to manage the flow of agreements within Legal, Research Services, Cumming School of Medicine
    • Other contractual administrative functions may include identifying the executable contract that is ready for execution, the number of copies to execute, the courier process, etc
    • Assist Manager, Legal, Research Services, Cumming School of Medicine and Legal Counsel in meetings with sponsors and Researchers in advance of the submission of the research contract documentation
    • Respond to requests from Researchers and provide information and advice on University policies and administrative processes governing clinical research contracts
    • Identify and recommend process improvements for contract administration to the Manager, Legal, Research Services, Cumming School of Medicine

Qualifications / Requirements:

  • Undergraduate degree is required
  • Bachelor degree in a related area is an asset
  • Completion of post-secondary education from accredited college, vocational or technical training credentials (certificates, licenses, memberships, courses, etc.) in law related fields
  • 3 to 5 years of experience in a related role or equivalent is required
  • Working knowledge of University of Calgary processes and University policies is an asset
  • Knowledge and experience reviewing contracts, and administrative processes involved in executing contracts in an academic environment is preferred
  • Attention to details, strong organizational and time management skills, problem solving, decision-making, and critical-thinking
  • Ability to set priorities while dealing with conflicting stressful situations
  • Proven ability to work as a member of a team in addition to work independently with minimum supervision
  • Excellent communication skills both written and verbal as well as the ability to interact effectively with various parties on all levels
  • A strong working knowledge of MS Office suite and ease with SharePoint, EFIN and PeopleSoft is required
  • Demonstrated experience managing complex and high volume workloads are required for this role, ability to manage deadlines and function well under pressure

Application Deadline:  July 22, 2019

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted. 

Additional Information

This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase II.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website. For more information about the Cumming School of Medicine visit Careers in the Cumming School of Medicine.

About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit

The University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.


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