Contract Lifecycle Specialist

AAAS; Washington (District of Columbia); On-site; USD 70,000 - 95,000; Full time

Job description

AAAS has an exciting opportunity for a Contract Support Specialist to join the Publishing Department.

The Contract Support Specialist will provide support in the execution and management of service agreements for services provided by Publishing Department units and services contracted by Publishing Department units. The ideal candidate will oversee the contracting process from drafting to execution and oversee management of the contracts until termination.

Help us ignite the next era of science.

What You’ll Do

• Prepare and/or review staff prepared agreements for services provided by Publishing Department units according to department and AAAS policy and practice, working with and coordinating input from other units within the Publishing Department, Finance, IT, and Legal where appropriate.
• Manage vendor and freelancer agreements supporting Custom Publishing, Product Development, and other assignments from the Director. Act as primary liaison between stakeholders and vendors/freelancers, facilitating discussions on scope, deliverables, and fees. Draft agreements and SOWs consistent with AAAS policy, coordinating with Finance, IT, and Legal as needed.
• Propose workable terms that balance revenue-generating objectives against operational constraints and cost savings against stakeholder needs.
• Review client/contractor comments, changes, and requirements; identify risks; and recommend responses.
• Apply company contracting policies consistently across all drafts, tracking and documenting any approved exceptions in a centralized exceptions register.
• Move contracts through the lifecycle from drafting through archiving, ensuring timely movement of all agreement inputs, communicating best practices with fellow staff, and providing feedback to facilitate process and efficiency improvements.
• Monitor contract lifecycles and provide stakeholders with timely updates on status, milestones, renewals, and terminations.
• Assist with invoicing and payment processing and budget tracking of expenses and revenue related to contracts managed by this role.
• Support periodic reviews of contract templates and advertising policies, recommending updates based on drafting experience, policy changes, and recurring exceptions to improve accuracy and usability. Keep relevant staff informed of template and process changes.
• Manage the collection, review, and submission of required service provider and purchaser documentation (e.g., IRS forms, direct deposit forms, intellectual property rights agreements, confidentiality agreements, and related materials) to Finance and/or Legal, ensuring completeness, accuracy, and compliance with organizational requirements.
• Cultivate strong partnerships with staff, clients, and vendors through thoughtful, efficient communication and cross-functional collaboration to support organizational and contract objectives.

Minimum Requirements

• BA degree in business or humanities or BS degree plus 2+ years of relevant experience working in sales contracts or service agreements; familiarity with service terms around AI tools are a plus
• Strong English writing skills with the ability to draft clear, precise, and unambiguous contractual language
• Strong verbal communication skills and the ability to translate contractual terms into plain terms
• Experience engaging multiple stakeholders with competing priorities and facilitating constructive outcomes.
• Attention to detail; proofreading skills a plus,
• Superior administrative and organizational skills with ability to meet deadlines
• Quick learner
• Ability to work in a fast paced and collaborative environment
• Self-motivated independent worker who can manage and prioritize a complex workload
• Ability to adapt to changing client and stakeholder priorities
• Flexible; team player; willing to work on numerous tasks, as the need arises
• Proficiency in Microsoft products and services, Dropbox, Salesforce, Adobe Acrobat, and Docusign. Experience with a CMS is a plus.