Assistant Director, Contracts & Records Management

Job Summary

The Assistant Director, Contracts & Records Management is responsible for the administration of the contract protocol review processes and records management functions for the Office of the General Counsel (OGC) and the University, and completes special projects as assigned. This role assists the Director of Legal Administration in managing administrative functions of the OGC.

Note: This position will have a start date of no earlier than July 1, 2023.

Essential Functions

• Contract Management
  • Manages process for OGC legal review of contracts through electronic or manual submission.
  • Serves as point of contact with Procurement and other academic and administrative departments.
  • Directs the work of other support staff assigned by OGC attorneys to assist in the contract management process.
  • Communicates with Drexel faculty and/or professional staff and external persons as required to obtain necessary information.
  • Collects information and documents needed by attorney to conduct legal review.
  • Coordinates with OGC reviewing attorney and client or Procurement to provide guidance regarding use of appropriate contract templates.
  • Facilitates communications between OGC reviewing attorney and clients as needed.
  • Prepares initial drafts of contract amendments, addendums, termination letters and other legal documents at request of OGC attorneys.
  • Recognizes areas of potential risk and makes recommendations to mitigate or minimize such risks.
  • Maintains internal office data on contract review process (e.g., tracking relevant dates in review process, numbers of contracts reviewed, etc.).
• Contract/Document Database
  • Manages the database for contract tracking software system and assists attorneys in OGC as a primary liaison to Procurement for electronic contract management system.
  • Facilitates training sessions with software vendor’s trainer to enhance knowledge of database software and its functions and uses.
  • Trains OGC legal assistants and paralegal personnel on use of database software and other contract management systems used by Procurement.
• Clinical Affiliation Agreement Review Support
  • Reviews and approves clinical affiliation agreements under overall supervision of OGC attorney.
  • Conducts initial legal review of affiliation agreements in accordance with OGC guidelines.
  • Redlines agreements as needed, interacts with clients and outside organizations to obtain and clarify information.
  • May communicate with outside organizations regarding terms of affiliation agreements and potential revisions.
• OGC Records Management Support
  • Manages OGC electronic and physical record filing system (including ProLaw and other successor systems).
  • Interacts with IT and vendors as needed to ensure system operations.
  • Provides support to OGC attorney responsible for University Record Management Policy.
• Administrative/Office Functions
  • Provides administrative support to one or more OGC attorneys.
  • Supports Director of Legal Administration and helps oversee administrative team.
• Other duties as assigned.

Required Qualifications

• Minimum of a Bachelor’s Degree or Equivalent in Business or related field.
• Minimum of 5 years of contract management or related experience, including two years exposure working with executive level management.
• Minimum of 2 years of office management, and/or legal and administrative experience.
• Ability to manage multiple projects simultaneously to meet established deadlines.
• Professional written and verbal communication skills.
• Proficiency in the use of technology and knowledge of applications, such as Microsoft 365/Office, Adobe.
• Detail oriented with strong analytical and sound business judgment skills.
• Excellent interpersonal skills, including the ability to build relationships with internal stakeholders and department business team members across the University, and with outside counsel and other vendors as necessary.
• Excellent organizational skills and ability to prioritize assignments, work independently on high volume of documents and tasks.
• Ability to identify legal and operational risks.

Preferred Qualifications

• Experience supervising administrative personnel or equivalent training/certification.
• Experience in analyzing legal and operational risks.
• Exposure to and/or experience in records management software.

Location

University City, Philadelphia PA

Additional Information

This position is classified as Exempt with a salary grade of L. For more information regarding Drexel’s Professional Staff salary structure, https://drexel.edu/hr/career/ducomp/salstructure/

Please review the Benefits Brochure for some information on our benefits offerings.

Special Instructions to the Applicant

Please make sure you upload your CV/resume and cover letter when submitting your application.

Review of applicants will begin once a suitable candidate pool is identified.

Advertised:Mar 1 2023 Eastern Standard Time
Applications close:Mar 31 2023 Eastern Daylight Time