Clinical Research & Contracts Administrator (ADM1307.13)
PAIRE, Inc. - Palo Alto, CA

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The mission of the Palo Alto Institute for Research and Education, Inc. (PAIRE) is to facilitate research and education activities conducted at the VA Palo Alto Health Care System (VAPAHCS). The range of research activities is broad and includes special emphasis on biomedical, health services, rehabilitation engineering, mental health and geriatric research endeavors. We also support various educational instruction or other learning experiences of benefit to employees and veterans.

PAIRE, a nonprofit foundation affiliated with the Veterans Affairs Palo Alto Health Care System (VAPAHCS), is seeking a Clinical Reseach & Contract Administrator to lead pre-award tasks related to Industry Sponsored research and selected post award responsibilities. Responsibilities include some institutional compliance oversight, billing preparation, regular and year-end reporting, file maintenance, and ongoing coordination regarding billing and administrative matters between PAIRE, the Sponsor and the Principal Investigator and/or their designee. The Research Contracts Administrator will also participate in other PAIRE contracts and grants administration tasks. Functions of this position shall be performed in fulfillment of PAIRE’s standards of excellence, utilizing continuous improvements in processes, policies, and procedures to nurture an environment which fosters optimal productivity and service to our customers.

This is a regular, full time, exempt position.

As a condition of employment, all PAIRE employees are required to have an approved (WOC) appointment with the Veterans Affairs Palo Alto Health Care System (VAPAHCS) before they can commence work.


Working with Principal Investigators and their staff, PAIRE Accounting and C&G staff, and Research Sponsors, the Contracts Administrator performs the following duties:

Manages Clinical Research and Development Agreements (CRADAs) – Manages and supports all progress on CRADA negotiation and its appendices with special emphasis on timely processing and budget development. Budget development includes review of budgets to ensure adequate reimbursement of non-clinical costs. Prepares supporting documentation for CRADA legal and compliance approval process.

Initiates and tracks CRADA invoices for all appropriate costs associated with each sponsored project; obtains appropriate documentation from sponsors and Principal Investigators for CRADA revenue.

Creates and maintains CRADA revenue projections in coordination with PAIRE management.

Responsible for clinical trials reporting; ensures that all necessary reporting regarding percentage of completion and other factors are completed in a timely manner.

Ensures all mandatory institutional CRADA reporting is completed and up to date.

Coordinates billing with affiliated VA for outside of usual care billing for all PAIRE administered projects.

Backs up PAIRE Contracts and Grants staff for other pre and post award functions as necessary.

May perform additional duties as required.


To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE : Bachelor’s degree from a four-year accredited college or university in Accounting or other business field, Public Administration, or a related field, is preferred. Auditing background desirable but not required. Must have at least two years professional experience that relates to a key aspect of the position.

JOB KNOWLEDGE: Demonstrated knowledge of sponsored project related compliance including knowledge of federal regulations such as OMB Circulars A-110, A-122, and A-133 is required. Knowledge of Federal and non-federal grants administration and an understanding of fund accounting practices for both restricted and unrestricted funds and experience with is highly desired.

COMMUNICATION / INTERPERSONAL SKILLS: Strong communication skills are critical. Ability to communicate and work effectively and collegially in a team environment, which includes but is not limited to, Principal Investigators, study coordinators, administrators, sponsors, and co-workers. Demonstrated ability to interpret and effectively communicate policies and guidelines. Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

PLANNING / ORGANIZATION SKILLS: Ability to adapt to changes in the work environment and manage competing demands. Ability to manage multiple and shifting priorities self-prioritize in a deadline-driven environment. Must be proactive and flexible; must have good judgment and decision-making skills. Individual must be extremely well organized and detail-oriented.

ANALYTICAL SKILLS: Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

CUSTOMER FOCUS: Ability to effectively balance customer service with regulatory compliance. Responds promptly to customer needs and requests, managing difficult or emotional customer situations with a focus on solving conflict, not blaming. Exhibits objectivity and openness to others views as well as others’ ideas and trying new things. Gives and welcomes feedback to improve service and performance

COMPUTER SKILLS: Demonstrated competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports. Demonstrated ability in Microsoft Office tools, specifically, Excel and Word. Access experience is also helpful.

All PAIRE positions require the completion of a background check.

PAIRE is pleased to be an Equal Opportunity Employer. If you are interested in applying for employment with PAIRE and need special assistance or an accommodation to apply for a posted position, contact our Human Resources department at