Note: Time Zone Preference: Strong preference: Pacific Time Acceptable: Mountain or Central Eastern Time: Acceptable only if candidate can reliably support Pacific hours
The ideal candidate for the Senior Associate, Clinical Contracts & Budgets role is a highly organized, detail-oriented professional with experience supporting contracting, budgeting, and operational activities in a regulated biotech, pharma, or medical device environment. This individual brings strong Excel and SmartSheet skills, a project-management mindset, and the ability to coordinate cross-functionally with finance, contracting teams, administrators, and healthcare professionals. They are comfortable supporting clinical advisory boards, managing dashboards, tracking deliverables, and ensuring contract-related follow-ups and documentation are completed accurately and on time. Success in this role requires adaptability, strong follow-through, discretion with confidential information, and the ability to quickly learn evolving systems such as Salesforce and procurement tools. Candidates should thrive in a fast-paced, remote environment and be able to support Pacific Time business hours.
Purpose / Accountabilities: This role will provide support for contracts, operations and niche conferences to the Clinical Development Therapeutic Area. Reporting into the Senior Manager for Strategic Planning & Operations (SPO), this position will directly support logistics for niche scientific and clinical conferences, manage operational workflows, and support cross-functional activities. Position operates within a fast-paced environment, and the ideal candidate will possess the ability to take initiative, solve problems, work independently and exercise appropriate judgment.
Responsibilities: 1. Niche Conference & Event Support
Partner with SPO and CRMD to execute niche conferences.
Coordinate event logistics including room booking and investigator coordination.
Track sponsorship commitments and provide weekly progress reports.
2. Operational & Business Support
Support SPO in developing modular materials.
Contribute to onboarding and communication workflows.
3. Contracting & Invoicing Coordination
Support contracting workflows including Confidential Disclosure, Fee-for-Service, and Purchase Orders.
Support resolution of contract and budget issues?
Maintain contract tracking in appropriate systems ?
Maintain payment data tracking in appropriate systems?
Responsible for providing information for entry into systems
4. Administrative Support
Maintain calendars, support trainings, and assist with travel and events.
Required Competencies & Skills:
Good working knowledge of common software packages (e.g. Office 365 esp. Excel, Word, PowerPoint, SharePoint, Microsoft Teams, SAP, Ariba, Smartsheet)
Strong communication, attention to detail, ability to manage multiple priorities, problem solving, and ability to work independently.
Experience with contracts and/or invoicing preferred.
Proactively identifies and implements process improvement opportunities.
Ability to create documentation for team processes.
Excellent verbal and written communication skills. Communicates effectively within department.
Negotiation and relationship management skills
Tolerance of ambiguous situations, comfortable asking questions to obtain information needed to complete assigned tasks.
Completes tasks and makes decisions with minimal direction and strong ability to prioritize multiple assignments.
Self-motivates and takes full responsibility and ownership of tasks assigned.
Top 3 Must Have Skills:
Microsoft Office 365 including Excel, Word, PowerPoint, SharePoint, Microsoft Teams
SAP, Ariba, Smartsheet
Experience with contracts and/or invoicing preferred.
Basic Salesforce navigation
Fast learner and ability to learn and apply workflows to automate repeatable tasks
Basic Qualifications:
Masters degree OR
Bachelors degree and 2 years of experience OR
Associates degree and 6 years of experience OR
High school diploma / GED and 8 years of experience
Possible Extension:
Yes
Red Flags:
Lack of experience at biotech / pharma or life science organizations
Lack of analytical ability
Interview Process:
Virtual interviews, available to interview immediately
Applicant Notices & Disclaimers
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At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $ 29.92/hr.
