Back to jobs

Contracts Administration & Operations Specialist

San Carlos, California, United States

Join our Mission to Protect Humankind!

Vaxcyte is a clinical-stage vaccine innovation company engineering high-fidelity vaccines to protect humankind from the consequences of bacterial diseases, which have serious and costly health consequences when left unchecked. Working to eradicate or treat bacterial infections such as invasive pneumococcal disease, Group A Strep, periodontitis and Shigella is just the beginning. Our path to success is clear and well-defined, and Vaxcyte is set up to go the distance. 
 
WHAT we do is every bit as important as HOW we do it! Our work together is guided by four enduring core values:
 
*RETHINK CONVENTION: We bring creative and intellectual diversity to every facet of the work we do in order to innovate and re-innovate the way vaccines are delivered.
 
*AIM HIGH: We embody our collectively audacious goal to courageously make the most complex biologics ever attempted to protect humankind.
 
*LEAD WITH HEART: Everyone leads at Vaxcyte with a kindness-first, inclusive approach to collaboration and vigorous debate that advances our business objectives.
 
*MODEL EXCELLENCE:  The magnitude of our challenge requires our shared commitment to demonstrating integrity, accountability, equality and clarity across communications and decision making.

Summary:

Vaxcyte has an exciting opportunity for an experienced Contracts Administration & Operations Specialist to join our Legal team. Reporting to the Associate Director, Legal, the Contracts Administrator/Paralegal will be responsible for providing contract administration support to the legal team and our internal client groups. The ideal candidate should have previous contract management experience working in Biotech/Pharma. 

Essential Functions:

  • Responsible for the oversight and management of Vaxcyte’s contract management system, Ironclad and other licensed legal tools. 
  • Oversee legal agreement intake as needed, including preliminary review and saving to contract repository. This includes redlining and cleaning of documents for signature; coordination of signatures, approvals, vendor and internal requestor outreach, and finalization/saving of agreements to ensure version control and accurate document retention. 
  • Support the optimization and improvement of the legal contract repository and organization of all legal documents.
  • Collaborate with attorneys and consultants to develop and consistently update Ironclad workflows and use cases.
  • Responsible for guiding and educating internal users on the functionality of Ironclad and the various workflows in conjunction with the Contracts team.
  • Responsible for making and tracking updates within Ironclad and keeping the contracts team and business owners updated as appropriate. 
  • Manage Ironclad licenses and permissions and track licenses and fees.
  • Create Insight reports and expand upon use of reporting data from Ironclad.
  • Manage and drive varied ad hoc legal and cross functional team projects.
  • Support for assessment and implementation of AI technology and tools.
  • Assist with compliance activities and work closely with procurement and finance teams.
  • Provide administrative support to the Legal Department as needed.
  • Prepare/update presentations for the legal team, primarily contracts group.
  • Patience with internal client/customers.
  • Demonstrated problem solving abilities and strong organizational skills.
  • Must be self-motivating, extremely proactive, prioritize and manage work, and show attention to detail.

Requirements: 

  • Qualifications B.A./B.S.; minimum 5 years’ experience in contracts administration and legal operations; paralegal or JD with contracts administration experience welcome and encouraged. Other combinations of education and/or experience may be considered.
  • Experience working with Ironclad strongly preferred but not required.  
  • Understanding of purchasing system/procurement tools such as NetSuite or SAP required.
  • Ability to comprehend and interpret technical specifications and requirements.
  • Strong interpersonal skills with the ability to collaborate with colleagues. Excellent written and verbal communication skills.
  • Strong attention to detail, excellent organization skills and the highest standards for accuracy and precision.
  • Demonstrated problem solver with a systems-thinking mindset.
  • Pro-active and self-motivated with a customer service orientation and a commitment to delivering high quality support.
  • Strong computer skills with Microsoft Office 365 (Outlook mail, Word processing, Excel, Zoom meetings); redlining experience through tool such as Litera/Workshare (or Word).
  • Passion to learn, proactive, high integrity, and strong work ethic.
  • Experience in biotech/pharma industry is preferred but not required.
  • Models our Core Values: is experienced as someone who exemplifies the culture we want to create; operates with transparency; is trusted.
Reports to: Associate Director, Legal
 
Location: San Carlos, CA; Hybrid
 
Compensation:
The compensation package will be competitive and includes comprehensive benefits and an equity component.
 
Salary Range: $113,000 - $132,000

 

We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.

 

Apply for this job

*

indicates a required field

Resume/CV*

Accepted file types: pdf, doc, docx, txt, rtf

Cover Letter

Accepted file types: pdf, doc, docx, txt, rtf

Select...
Select...
Select...
Select...
Select...

Voluntary Self-Identification

For government reporting purposes, we ask candidates to respond to the below self-identification survey. Completion of the form is entirely voluntary. Whatever your decision, it will not be considered in the hiring process or thereafter. Any information that you do provide will be recorded and maintained in a confidential file.

As set forth in Vaxcyte’s Equal Employment Opportunity policy, we do not discriminate on the basis of any protected group status under any applicable law.

Select...
Select...
Race & Ethnicity Definitions

If you believe you belong to any of the categories of protected veterans listed below, please indicate by making the appropriate selection. As a government contractor subject to the Vietnam Era Veterans Readjustment Assistance Act (VEVRAA), we request this information in order to measure the effectiveness of the outreach and positive recruitment efforts we undertake pursuant to VEVRAA. Classification of protected categories is as follows:

A "disabled veteran" is one of the following: a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or a person who was discharged or released from active duty because of a service-connected disability.

A "recently separated veteran" means any veteran during the three-year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.

An "active duty wartime or campaign badge veteran" means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense.

An "Armed forces service medal veteran" means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985.

Select...

Voluntary Self-Identification of Disability

Form CC-305
Page 1 of 1
OMB Control Number 1250-0005
Expires 04/30/2026

Why are you being asked to complete this form?

We are a federal contractor or subcontractor. The law requires us to provide equal employment opportunity to qualified people with disabilities. We have a goal of having at least 7% of our workers as people with disabilities. The law says we must measure our progress towards this goal. To do this, we must ask applicants and employees if they have a disability or have ever had one. People can become disabled, so we need to ask this question at least every five years.

Completing this form is voluntary, and we hope that you will choose to do so. Your answer is confidential. No one who makes hiring decisions will see it. Your decision to complete the form and your answer will not harm you in any way. If you want to learn more about the law or this form, visit the U.S. Department of Labor’s Office of Federal Contract Compliance Programs (OFCCP) website at www.dol.gov/ofccp.

How do you know if you have a disability?

A disability is a condition that substantially limits one or more of your “major life activities.” If you have or have ever had such a condition, you are a person with a disability. Disabilities include, but are not limited to:

  • Alcohol or other substance use disorder (not currently using drugs illegally)
  • Autoimmune disorder, for example, lupus, fibromyalgia, rheumatoid arthritis, HIV/AIDS
  • Blind or low vision
  • Cancer (past or present)
  • Cardiovascular or heart disease
  • Celiac disease
  • Cerebral palsy
  • Deaf or serious difficulty hearing
  • Diabetes
  • Disfigurement, for example, disfigurement caused by burns, wounds, accidents, or congenital disorders
  • Epilepsy or other seizure disorder
  • Gastrointestinal disorders, for example, Crohn's Disease, irritable bowel syndrome
  • Intellectual or developmental disability
  • Mental health conditions, for example, depression, bipolar disorder, anxiety disorder, schizophrenia, PTSD
  • Missing limbs or partially missing limbs
  • Mobility impairment, benefiting from the use of a wheelchair, scooter, walker, leg brace(s) and/or other supports
  • Nervous system condition, for example, migraine headaches, Parkinson’s disease, multiple sclerosis (MS)
  • Neurodivergence, for example, attention-deficit/hyperactivity disorder (ADHD), autism spectrum disorder, dyslexia, dyspraxia, other learning disabilities
  • Partial or complete paralysis (any cause)
  • Pulmonary or respiratory conditions, for example, tuberculosis, asthma, emphysema
  • Short stature (dwarfism)
  • Traumatic brain injury
Select...

PUBLIC BURDEN STATEMENT: According to the Paperwork Reduction Act of 1995 no persons are required to respond to a collection of information unless such collection displays a valid OMB control number. This survey should take about 5 minutes to complete.