Contracts Administrator

Contracts Administrator

POSITION SUMMARY:

Erikson Institute (“Erikson”) is seeking a Contracts Administrator reporting to the General

Counsel/Corporate Secretary and working closely with the VP/Chief Financial Officer, the Grants and Sponsored Projects team as well as other Erikson executives and team members. The Contracts Administrator will be responsible for preparing, reviewing, drafting, and managing contracts, federal and state grant award agreements and subcontracts, and other documents for Erikson. This role ensures compliance with Erikson policies, applicable state and federal laws and regulations, and contract management best practices. The position requires strong analytical, communication, and organizational skills, as well as the ability to manage multiple projects simultaneously in a higher education environment. 

PRINCIPAL DUTIES:

Contract Management, Preparation and Administration:

•      Manage the lifecycle of contracts, from initiation and negotiation to execution and renewal.

•      Assist with receiving contract requests, obtaining legal and finance review and feedback, and finalizing various types of contracts, including service agreements, vendor contracts, MOUs, grants, research agreements, licensing agreements, and other institutional agreements.

•      Prepare NDAs and other standardized agreements for review.

•      Help manage and create standardized forms.

•      Standardize and manage the internal contracting process for intake of contract requests, stakeholder review and feedback, finalization and signature, and electronic filing/recordkeeping.

•      Maintain accurate records of contracts and agreements using contract management database, software, or other systems.

•      Monitor contract deliverables, deadlines, and compliance requirements, ensuring timely renewals or terminations.

•      Generate and customize reports that highlight key data.

•      Implement and utilize electronic signatures for contracts using e-signature tools.

•      Prepare, administer, and monitor Federal and State Grant Award Agreements, ensuring compliance with applicable regulations and grant conditions.

•      Develop and oversee Subcontracting Agreements related to Federal and State grants, ensuring alignment with prime award requirements and flow-down provisions.

Stakeholder Communication and Coordination:

•      Collaborate with internal stakeholders to understand contract needs and objectives.

•      Serve as the liaison between Erikson and external parties, as needed, such as vendors, contractors, and partners.

•      Educate and advise departments on contract processes, policies, and compliance obligations, including specific requirements for grant-funded agreements.

Process Improvement and Reporting:

•      Develop and implement contract workflows, forms, and approval processes to improve efficiency.

•      Provide regular reports on contract status, metrics, and issues to leadership.

•      Assist in developing policies and procedures related to contract administration and federal and state grant compliance.

Support Institutional Goals:

•      Support research initiatives, sponsored programs, and partnerships with governmental agencies, partners, and other academic institutions.

•      Contribute to Erikson’s strategic goals through effective contract administration.

•      Coordinate, attend, and participate in meetings related to contract administration and related topics.

Other Support: •      Provide additional support to other areas as needed from time to time.

•      Support organizing and planning for internal meetings, projects, and events as needed.

•      Perform other duties as assigned.

SOFTWARE COMPETENCIES:

•      Strong Microsoft Office Skills including Word, Outlook, Excel, and PowerPoint and related office programs and applications.

•      Proficient with or readily able to become proficient with Laserfiche, Financial Edge, and other systems.

PREFERRED SKILLS AND QUALIFICATIONS:

•      Bachelor’s degree, or higher-level degree, in a relevant field such as legal or paralegal studies, business administration, public administration, or other related areas.

•      5 years’ experience managing contracts in contract administration, procurement, or a legal environment in a relevant setting.

•      Familiarity with contract law, risk management, compliance requirements, and experience with sponsored research grants is a plus.

•      Knowledge of higher education regulations, federal grant and procurement requirements.

•      Strong understanding of federal grant regulations, including 2 CFR Part 200 (Uniform Guidance) and Federal Acquisition Regulations (FAR).

•      Experience managing contracts and subcontracts for federally and state-funded projects.

•      Strong organizational skills with the ability to prioritize tasks, engage and communicate with stakeholders to work within strict time constraints and meet deadlines.

•      Highly organized with meticulous attention to detail.

•      Exceptional project management skills (timeline, budget, procedure, reporting, evaluation).

•      The ability to multi-task, provide effective follow-up with internal staff and external stakeholders.

•      Must be a discreet, tactful, and diplomatic individual who possesses the ability to work well with internal staff, third parties, and outside vendors.

•      Demonstrated experience and capability for handling confidential materials and sensitive information with discretion.

•      Excellent written and verbal communication skills and professional, collaborative work style.

•      Ability to work both independently and collaboratively in a cross-department and cross-functional role.

•      Unwavering integrity, ethics, and high moral character.

•      Strong attention to detail and ability to analyze complex contractual terms.

•      Ability to manage multiple projects and meet deadlines in a fast-paced environment.

•      High level of professionalism, discretion, and confidentiality.

•      Strong negotiation and problem-solving skills.

Work Environment

•       This role is based in Erikson Institute’s Chicago office, requires in-person attendance, with the possibility for hybrid work.

Erikson Institute values a workplace that reflects diverse perspectives and

backgrounds. We are an equal opportunity employer and comply with all applicable

laws regarding nondiscrimination. Employment decisions are based on qualifications,

skills, and organizational needs without unlawful consideration of  race, color, national origin, religion, sex, sexual orientation, gender identity, age, disability, veteran status, genetic information marital status, pregnancy or any other characteristic protected by law. We provide reasonable accommodations for qualified individuals with disabilities and for religious practices, in accordance with applicable laws.