Research Program Coordinator III - Contracts Coordinator

Summary

The Program Coordinator III – Contracts Coordinator provides advanced administrative and contractual support for clinical research and program operations. This position serves as a key liaison among principal investigators, research teams, sponsors, legal counsel, procurement teams, and external collaborators. The incumbent is responsible for drafting, reviewing, negotiating, and managing research-related agreements and ensuring adherence to federal, state, sponsor, and institutional requirements.

This role requires a high degree of independence, professional judgment, attention to detail, and the ability to manage multiple priorities in a deadline-driven environment.

Primary Responsibilities

Coordinate the drafting, review, and negotiation of research-related agreements, including Confidentiality Agreements (NDAs), Data Use Agreements (DUAs), Data Transfer Agreements (DTAs), Service Agreements, Vendor Contracts, and Research Collaboration Agreements.

Review contract terms and conditions using approved templates and redlining processes.

Identify legal, financial, operational, and compliance risks within contract language and escalate concerns as appropriate.

Collaborate with legal counsel, procurement, investigators, sponsors, and institutional stakeholders to negotiate equitable contract terms.

Ensure all agreements align with federal, state, sponsor, and institutional requirements, including clinical research and HIPAA regulations.

Track contract lifecycles, including execution, renewals, amendments, milestones, expirations, and compliance requirements.

Maintain contract records and documentation within institutional systems.

Serve as the primary point of contact between principal investigators, research teams, sponsors, legal counsel, and external partners on contractual matters.

Coordinate communications and facilitate timely resolution of contractual issues.

Develop and maintain comprehensive contract databases, records, and tracking systems.

Monitor program timelines and ensure completion of critical contract-related deliverables and deadlines.

Assist with the development of program resources, forms, reports, and other contract-related communications.

Provide guidance and support to investigators and research staff regarding contract requirements.

Recommend process improvements that enhance operational efficiency, compliance, and service delivery.

Perform other duties as assigned.

Knowledge – Skills – Abilities

Ability to understand, interpret, and apply complex contractual language. Exceptional analytical, organizational, and problem-solving skills. Strong attention to detail and commitment to accuracy. Ability to manage multiple projects and competing deadlines with minimal supervision. Excellent written, verbal, and interpersonal communication skills. Ability to maintain confidentiality and exercise sound professional judgment.

Strong customer service orientation and ability to build effective working relationships with internal and external stakeholders. Working knowledge of medical terminology and clinical research operations. Ability to identify risks and develop practical solutions while maintaining compliance with institutional policies. Proficiency with Microsoft Office applications, database systems, and contract management tools.

Qualifications

• Minimum Required Education: Bachelor’s Degree
• Minimum Required Experience:  5 years
• Preferred Education: Bachelor's degree in Business Administration, Finance, Accounting, Paralegal Studies, Life Sciences, Healthcare Administration, or a related field
• Preferred Experience: 5 years of progressively responsible experience in contracts administration, grants and contracts administration, legal affairs, or related healthcare/research environments. Experience reviewing, drafting, negotiating, or administering contracts and research agreements; experience in academic medical centers, healthcare systems, or clinical research environments; experience with contract lifecycle management platforms and electronic signature tools
• Field: Business Administration, Finance, Accounting, Paralegal Studies, Life Sciences, Healthcare Administration, Law Degree or related field
• Physical Requirements
• Work requires infrequent physical effort such as walking or retrieving materials.
• Work Environment
• May experience slightly disagreeable features such as temperature changes or noise from time to time. Work performed in an environmentally controlled environment.
• Sensory Acuity
• Ability to detect and translate speech or other communication required. May occasionally require the ability to distinguish colors and perceive relative distances between objects.
• Why MCW?
• Outstanding Healthcare Coverage, including but not limited to Health, Vision, and Dental. Along with Flexible Spending options
• 403B Retirement Package
• Competitive Vacation and Paid Holidays offered
• Tuition Reimbursement
• Paid Parental Leave
• Employee & Family Assistance Program (EFAP)
• Pet Insurance
• On campus Fitness Facility, offering onsite classes
• Additional discounted rates on items such as: Select cell phone plans, local fitness facilities, Milwaukee recreation and entertainment etc.
• For a brief overview of our benefits see: Benefits Overview
• For a full list of positions see: MCW Careers
• At MCW all of our endeavors, from our internal operations to our interactions with our partners, are driven by our shared organizational values: Caring – Collaborative – Curiosity – Inclusive – Integrity – Respect. We are committed to fostering an inclusive environment that values diversity in backgrounds, experiences, and perspectives through merit-based processes and in alignment with all applicable laws. We believe that embracing human differences is critical to realize our vision of a healthier world, and we recognize that a healthy and thriving community starts from within. Our values define who we are, what we stand for and how we conduct ourselves at MCW. If you believe in embracing individuality and working together according to these principles to improve health for all, then MCW is the place for you. For more information, please visit our institutional website .
• MCW as an Equal Opportunity Employer and Commitment to Non-Discrimination: The Medical College of Wisconsin (MCW) is an Equal Opportunity Employer. We are committed to fostering an inclusive community of outstanding faculty, staff, and students, as well as ensuring equal educational opportunity, employment, and access to services, programs, and activities, without regard to an individual's race, color, national origin, religion, age, disability, sex, gender identity/expression, sexual orientation, marital status, pregnancy, predisposing genetic characteristic, or military status. Employees, students, applicants or other members of the MCW community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law or treated adversely or retaliated against based upon a protected characteristic.