Contracts Administrator and Customer Service Agent

2 weeks ago

Calgary, Canada The University of Calgary Full time

**Position Overview**

This position reports to Agreements Manager, Legal and IP (Intellectual Property), and will have its greatest impact on routine administrative work and effective communication with internal and external stakeholders directly impacting the timely output of legal agreements.

Acting as a first point of contact for RSO Legal and IP, the Contracts Administrator tasks will primarily include agreement processing: initial input, file creation, initial triage, communication with PI or others, approvals, agreement execution and handoff to research accounting and others. This role will interpret the nature of queries and requests and take appropriate actions including ensuring hard deadlines/announcements are communicated to relevant team members to meet expectations.

**Position Description**

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

- Supports the Legal & IP team through the coordination, administration and prioritization of research agreements and other related projects
- Acts as the first point of contact for the unit in a client-services roleby processing all incoming files, by reviewing and analyzing information and organizing, managing and advising on the appropriate actions to multiple stakeholders with a limited degree of supervision including managing deadlines in a proactive manner
- Use strong communication skills (tact, diplomacy, professionalism) and a high-degree of knowledge of processes, procedures and systems to respond to incoming enquiries to provide advice and solutions in an efficient and effective manner
- Provide legal administrative support in the processing of research agreements and NIH Financial Conflict of Interest process (i.e. document preparation, signature collection, electronic file admin, etc.)
- Provide administrative support for the following areas: expense reporting, meeting minutes, calendar and meeting bookings
- Supports the organization and maintenance of the Legal & IP SharePoint System, legal files, databases and other electronic resources
- Develops and improves procedures and processes to improve effectiveness and efficiency throughout the team
- Assists the team in other administrative tasks and special projects

**Qualifications / Requirements**:

- A post-secondary diploma is required
- A bachelor or higher degree in a related area is an asset
- Several years of demonstrated experience in at a major university or business involved in administrative procedures
- Well-developed knowledge and expertise in administration supporting a legal team is an asset
- Contract experience is considered an asset
- Pro-active self starter
- Excellent communication, organizational, and interpersonal skills required
- Demonstrated analytical and problem-solving skills are essential to deal with complex issues and concerns
- Ability to advise a diverse range of stakeholders on research agreement related policies and procedures
- Strong interpersonal skills and communicates effectively in a professional and respectful manner with colleagues from various disciplines and external collaborators
- Understands basic contracting principles
- High-level of attention to detail
- Ability to prioritize, coordinate and organize multiple priorities in a fast paced and evolving environment
- Fast learner, able to work independently with appropriate instruction and mínimal supervision
- Must be able to maintain strict confidentiality
- Be able to handle multiple deadlines, a steadily increasing file volume and work under pressure
- Demonstrated teamwork and collaboration in a professional setting
- Demonstrated expertise working with various programs and databases including MS Office, SharePoint, various databases and PeopleSoft
- Knowledge of web-based programs and website maintenance considered an asset

**Application Deadline**: March 22, 2023

**Additional Information**

This position is part of the AUPE bargaining unit, and falls under the **_Operational/Administrative Job Family, Phase 3_**.

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**.

The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.

**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 **ucalgary.ca**.

The University of Calgary

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