Job Details

  • Title: Documentation Coordinator
  • Code: RCI-GILD-06279
  • Location: Foster City California (CA) 94404
  • Posted Date: 04/22/2019
  • Duration: 6 Months
  • Status: Open
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  Job Description

Documentation Coordinator (Contracts) will be responsible for performing the following:

  • Provide contract administration support in response to Contracts Records Management and Cleanup for GDAR, Apollo migration and Apttus CLMS
  • Clinical administrative operations activities involving clinical contract and budget support including but not limited to filing, scanning, mailing, populating spreadsheets and other administrative tasks as assigned
  • Reconcile contracts in Apollo and Apttus CLM
    • Review all executed Development Business Operations saved on Apollo and Apttus CLM and perform reconciliation between the contracts that are saved in these two platforms
  • Scan and create Optical Character Recognition (OCR) via Adobe Acrobat for various executed contracts including CTAs, CDAs, LOAs, Vendor Agreements
  • Performing QC on the scanned contracts to ensure:
    • All pages of the documents are included
    • All required signatures are verified and present
    • All budget pages are legible
    • All pages have undergone OCR conversion
    • Documents have been saved in the Shared Folder in Apollo
  • Enter Agreement Party Information on Apttus CLM
  • Identify metadata for each contract
  • Upload contract(s) to Apttus
  • Complete required metadata fields in Apttus with contract party information
  • US Contract Coordinators will send the physical copy of the contract, with RIM cover page, to the Records Management Coordinator
Duties and functions include:
  • Create and maintain study specific file structures for TMF documentation and file documents accordingly
  • Create file folders/labels according to TMF plan, file incoming documents, retrieve documents, schedule document review
  • Ensure record filing is kept up to date and is performed accurately
  • Offsite archival of documents; ensure appropriate documentation completed to track archival
  • Conversion of paper documents to electronic records
  • Participate in continued security and maintenance of the Trial Master File (TMF) Room
  • Completes responsibilities in a timely, organized way
  • Identifies issues/problems and provides customary recommendations for solutions
  • Demonstrates excellent verbal, written, and interpersonal communication skills
  • Performs routine work without detailed instructions
  • Interacts well with teams
  • Supports senior peers on non-complex projects to learn through experience
  • 2 years of experience with a BA or BS in a relevant discipline
  • Relevant experience typically includes document management and systems experience in other CMS tools including Excel and TMF