Agreement Administrator, Intellectual and Business Development

1 month ago

Vancouver, Canada PHSA Full time
Job Summary:

The Agreement Administrator provides administrative support to the Executive Lead and Director as well as other Business and Intellectual Property Development staff as well as performing limited negotiation and management of non-disclosure agreements (NDA) and material transfer agreements (MTA). The Agreement Administrator advises others within the organization of the potential impacts of the specific terms and conditions of agreements being executed and anticipates questions in order to problem solve in the process of due diligence. Manages the day-to-day administrative operations by coordinating the flow of information, coordinating appointments and meetings, preparing and processing documents and information, monitoring budget and reports on variances, and arranging travel and accommodation.

Duties/Accountabilities:

• Compares terms and conditions of proposed material transfer and confidentiality/non-disclosure agreements to standard language and guidelines. Identifies clauses or terms that are not customary and which may have an adverse impact on the organization. Proposes and negotiates alternative wording on customary clauses to third parties to reach a resolution. Reviews results of negotiated clauses with direct manager. May prepare a first draft of some agreements based on past practice.
• Identifies and flags potential concerns or issues on material transfer and confidentiality/non-disclosure agreements to direct manager before agreements are executed. Ensures documents are complete, dated, signed and executed by representatives of both parties.
• Prepares a variety of materials including: confidential correspondence, contracts, project outlines, patent applications, memos, meeting minutes and agendas with guidance from Executive Lead and Director. Composes routine correspondence for the signature of the Director.
• Maintains a database of agreements related to NDA's, Sponsored Research, Material Transfer Agreements, License Agreements and potential collaborators by inputting data from hard copy. Performs searches on data base relevant to new agreements under consideration to ensure proposed agreements are not in conflict with existing agreements. Monitors milestones, adherence to compliance targets and other "flags" in the system.
• Coordinates meetings with industry and academic partners including arranging meeting dates and times, gathering background materials, information and data for meeting packages from researchers and preparing meeting agendas in consultation with the Executive Lead, Director and other department staff. Attending and circulating minutes of meetings as requested.
• Maintains appointment schedule for the Executive Lead and Director through methods such as receiving appointment requests and meeting/conference invitations, determining urgency and nature of requests and resolving time conflicts as required.
• Coordinates travel and accommodation for external meetings and conferences for Executive Lead, Director and other Department staff.
• Monitors department budget and reports to Director on variances, as requested. Prepares financial reports for granting agencies, for review and signature by Director.

Qualifications:

A level of education, training, and experience equivalent to Grade 12 supplemented by the completion of a post-secondary course in business law, a recognized secretarial course plus five (5) years recent related experience. A post-secondary course in bio-technology and para-legal training or experience would be an asset.
Ability to organize work assignments, establish priorities and work independently. Ability to communicate effectively with all levels of staff, including an excellent command of written and verbal English and sound understanding of the implications of contract language. Ability to use related equipment, including office software programs such as Microsoft Word, Excel and PowerPoint. Additional knowledge of database systems and programs such as ACCESS an asset. Knowledge of scientific and/or medical terminology.

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