Located in Nashville, Tennessee, and operating at a global crossroads of teaching, discovery and patient care, VUMC is a community of individuals who come to work each day with the simple aim of changing the world. It is a place where your expertise will be valued, your knowledge expanded and your abilities challenged. It is a place where your diversity — of culture, thinking, learning and leading — is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt's mission is to advance health and wellness through preeminent programs in patient care, education, and research.
The office of Contracts Management (OCM) is a division of the Vanderbilt University Medical Center (VUMC), Office or Research. We serve as the central Medical Center office for contract intake, processing, negotiation, and management. OCM reviews both research and non-research contracts. Research agreements include bench research, clinical trials, federal contracts, and federal subcontracts. Non-research agreements include professional services, educational and affiliation agreements. For more information, please visit www.mc.vanderbilt.edu/ocm .
In this pivotal, rewarding role, you will respond to email correspondence from internal customers and external contracting entities. Additionally, you will review assigned agreements, revise agreements as appropriate in accordance with VUMC and regulatory policies, and manage the signature process. You also will manage the signature process and enter all relevant information into the OCM database.
Negotiates, drafts, and executes various contracts, agreements, and amendments in accordance with Institutional and departmental policies and procedures and federal regulations:
Handles federal subcontracts (both incoming and outgoing), State contracts, professional services agreements, hospital business area community outreach agreements and affiliated Medical Directorships by VMC faculty *
Drafts contracts and subcontracts utilizing existing VMC templates to create new contractual relationships with external parties
Negotiates contract terms and conditions directly with prime contractors, subcontractors, and federal government within clearly defined parameters in accordance with Institutional policies, federal regulations, and professional ethics
Analyzes and interprets federal regulations and applies to contract language
Analyzes, synthesizes, and interprets information from multiple sources to solve problems.
Exhibits comprehensive understanding of Institution's interests with regard to specific agreements and provides efficient, effective, and reliable service as a qualified representative:
Collaborates with and disseminates information to the Principal Investigator and Department Administrators as well as staff in the Department of Finance, IACUC, General Counsel or IRB to ensure that contractual terms accurately reflect the scope of work outlined in the protocol, the likelihood of intellectual property, the ability to freely publish, protect human subjects and patient confidentiality, and do not contain undue restrictions
Maintains the highest level of responsiveness and service while communicating contract status
Fosters and maintains an effective, reliable working relationship with contracting parties
Maintains thorough documentation in an efficient and organized manner to facilitate effective knowledge transfer
Responsible for the coordination of compliance documents
Analyzes budgets and payment schedules for compliance with Institutional policy and federal, state, and local laws and regulations:
Reviews budgets to ensure that the appropriate indirect rate is applied for the scope of work
Clarifies payment terms and timelines with the Department to ensure the negotiated agreement clearly protects the Institution's bottom line
For federal subcontracts, collaborates with the Department Administrators and Department of Finance to identify and verify unspent funds requiring amendment to carry forward dollars
Autonomously develops solutions to a variety of issues of low to moderate scope and complexity:
Responsibly exercises the decision-making authority to negotiate contract language in conformance with institutional policy, and federal regulations and brings language deviating from approved standards to the attention of senior staff
Rely on experience and judgment to plan and accomplish goals
Effectively demonstrates and applies analytical/problem solving skills and continuous quality improvement (CQI) tools and methods in daily work activities:
Independently manages workflow to achieve and maintain performance standards
Ensures the timely execution of agreements and continuing review
Accurately and completely enter data into GCM contract tracking database ensuring that all required fields have been completed
Ensures the integrity and security of data, whether in paper or electronic form, by performing oversight and verification of database entries for assigned files
Regularly monitors database views and files and follows-up with contracts to resolve outstanding issues regarding agreements
Takes responsibility for finding a solution to problems and complaints and effectively communicates resolution to supervisor or customers as applicable
Offers suggestions for improvement of daily processes and procedures
Understands importance of cost-effectiveness measures
Provides training and acts as internal consultant to staff, faculty members, and the VMC research community. Actively identifies and participates in training, education, and development activities to improve own knowledge and performance to sustain and enhance own professional development:
Develops and maintains knowledge of federal regulations and Institutional policies as well as current events relating to contracting issues
Keeps abreast of and applies FDA, DHHS, OHRP, DOD, U.S.C., NIH Grants Policy Statement, IMPAC, FARS, VA, export control regulations, Institutional policies and procedures
Takes initiative to attend relevant professional development
Performs continuous self-assessment and demonstrates initiative in self-directed learning by actively seeking new learning opportunities. Develops and achieves professional goals through action plans created to promote professional growth. Assumes responsibility for continuous learning. Demonstrates willingness to learn new skills
Willingly serves on intra-departmental committees
Assists with development and revision of existing policies and procedures as well as development of new policies and procedures
Demonstrates characteristics and provides meaningful contributions as an effective team member:
Communicates and models values and mission of VU/VMC and department
Understands, supports, and commits to team and departmental goals
Willingly exerts extra effort when necessary to accomplish team and departmental goals
Supports a climate of trust, openness and honest communication
Can distinguish critical needs and problems from less urgent ones. Demonstrates ability to prioritize tasks and issues
· Bachelors degree
· Previous experience with contracts
· Ability to multi-task
· Excellent verbal and written communication skills
· Impeccable customer service
Experience with government contracts, research contracts, and/or experience working for a medical center in a similar capacity.
· Salaried role; Monday-Friday
VUMC Recent Accomplishments
Because we are committed to providing the best in patient care, education and research, we are proud of our recent accomplishments:
· US News & World Report: #1 Hospital in Tennessee, #1 Health Care Provider in Nashville, #1 Audiology ( Bill Wilkerson Center ), 9 adult and 9 pediatric clinical specialties ranked among the nation's best, #15 Education and Training
· Truven Health Analytics: among the top 100 hospitals in the US
· Becker's Hospital Review: one of the "100 Greatest Hospitals in America"
· The Leapfrog Group: grade "A" in Hospital Safety Score
· National Institutes of Health: among the top 10 grant awardees for medical research in the US
· American Association for the Advancement of Science: 12 faculty members elected fellows in 2014
· Magnet Recognition Program: Vanderbilt nurses are the only group honored in Tennessee
· Nashville Business Journal: Middle Tennessee's healthiest employer
· American Hospital Association: among the 100 "Most Wired" medical systems in the US
Vanderbilt University Medical Center is home to Vanderbilt University Hospital, The Monroe Carell Jr. Children’s Hospital at Vanderbilt, the Vanderbilt Psychiatric Hospital and the Vanderbilt Stallworth Rehabilitation Hospital. These hospitals experienced more than 61,000 inpatient admissions during fiscal year 2015. Vanderbilt’s adult and pediatric clinics treated nearly 2 million patients during this same period.
Vanderbilt University Hospital and the Monroe Carell Jr. Children’s Hospital at Vanderbilt are recognized again this year by U.S. News & World Report’s Best Hospitals as among the nation’s best with 18 nationally ranked specialties.
Vanderbilt University Medical Center is world renowned because of the innovation, work ethic and collegiality of its employees. From our health care advances to our compassionate care, Vanderbilt owes its accomplishments and reputation to staff and faculty who bring skill and drive and innovation to the medical center day after day. World-leading academic departments and comprehensive centers of excellence pursue scientific discoveries and transformational educational and clinical advances across the entire spectrum of health and disea...se.
As the largest employer in middle Tennessee, we welcome those who are interested in ongoing development in a caring, culturally sensitive and professional atmosphere. Most of us spend so much of our lives at work, we want to be part of maintaining a workplace in which people support one another and encourage reaching for excellence. Many high-achieving employees stay at Vanderbilt because of the professional growth they experience and because of their appreciation of Vanderbilt’s benefits, public events and discussions, athletic opportunities, beautiful setting and, above all, sense of community and purpose.
Vanderbilt and its employees share a set of mutual expectations that have been created with productivity, legality, fairness and safety always in mind. We believe that our investment in training and compensating employees multiplies in value when we enable individuals to deliver their best performance for the benefit of us all.