Contract Administrator

Contract Administrator

Reporting directly to the Associate Director of Contract Negotiations of the Clinical Trials Office (CTO) of Columbia University's Vagelos College of Physicians & Surgeons (VP&S) at Columbia University Irving Medical Center (CUIMC), the Contract Administrator supports the Contracts Team with Contract Support. The Contract Administrator will work closely with CTO colleagues, including all the internal teams, as well as investigators and their research teams for the contract management of industry-sponsored clinical trials.

The position is ideal for a resourceful, detail-oriented professional with 1–3 years of experience supporting a contracts or legal team, who is eager to contribute to both contract-related workflows and general administrative operations. The Contract Administrator plays a critical role in ensuring smooth execution and tracking of clinical research contracts. This includes managing electronic document routing and signature collection, electronic document filing, helping coordinate follow-ups with Contracts Officers, and performing light contract edits as directed.

The Contract Administrator also provides administrative support to the Contracts Team, other Strategic Business Units, and the Executive Director, assisting with meeting logistics, scheduling, supply management, and other administrative duties as assigned.

The CTO assists investigators and academic/research staff in developing clinical trials at VP&S and provides administrative resources and infrastructure to build and sustain clinical trials research at VP&S.

Responsibilities

Coordinate the routing, tracking, and collection of electronic signatures for research agreements and related documents.

Distribute fully executed agreements and related documents to the appropriate internal and external parties, including investigators, sponsors, and institutional offices, in accordance with established procedures.

Assist with follow-ups and communication with internal Contracts Officers and external stakeholders to ensure timely contract execution.

Maintain and update the Contracts Management Systems (CMS) with relevant documents and status changes.

Perform light edits or updates to contracts at the direction of the Contracts Lead.

Use approved AI tools to assist with contract-related tasks such as document population or summary generation as needed.

Verify study registration on platforms such as ClinicalTrials.gov and follow up with investigators or sponsors to collect missing information.

Manage or verify study related documentation for research study initiation, such as certificate of insurance.

Maintain an accurate and organized electronic Contract Library and support version control across documents.

Coordinate Contracts Team processes, such as compliance checks, to support team goals and ensure consistent, efficient workflow execution.

Generate regular status and productivity reports for the Contracts Team and leadership.

Perform related duties and administrative tasks as assigned/requested.

Provide general administrative support to the Associate Director, Contract Team, Strategic Business Units and the Executive Director of the CTO.

Schedule and coordinate meetings, including agendas and materials preparation.

Order office supplies and manage related procurement processes, such as invoice payments, purchase orders, and p-card.

Assist in tracking tasks, deadlines, or outstanding items for contracts and office operations.

Perform additional administrative duties to support the efficient functioning of the Contracts Team and CTO.

Perform related duties and administrative tasks as assigned/requested.

Minimum Qualifications

Bachelor's degree and 1–3 years of experience in contracts, legal, or administrative support.

Strong familiarity or quick adaptability with electronic signature platforms, contract tracking systems, and file management.

Proficiency in Microsoft Office Suite, and document routing tools.

Excellent organizational skills, with attention to detail and time sensitivity.

Preferred Qualifications

Experience in a clinical research, academic medical center, or legal setting.

Understanding of contract workflows and regulatory documentation processes.

Excellent communication skills; professionalism when interacting with researchers, sponsors, and internal teams.

Proven ability to multitask in a fast-paced environment while maintaining accuracy.

Comfort with or interest in using AI tools to enhance workflow and efficiency.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.