We Are:

Fermilab is America's premier laboratory for particle physics and accelerator research, funded by the U.S. Department of Energy. We support discovery science experiments in Illinois and at locations around the world, including deep underground mines in South Dakota and Canada, mountaintops in Arizona and Chile, CERN in Europe and the South Pole.

We are strategic risk takers, innovators, and collaborators. We are engineers, scientists, technicians, administrative professionals. We are over 2,000 employees advancing knowledge for the benefit of humankind. Fermilab has been at the forefront of particle physics for more than 40 years. We build world-leading accelerators and detectors to conduct some of the most advanced particle physics experiments possible. We collect and analyze the data from those experiments with some of the most powerful computers in the world. We conduct this research on a 6,800-acre prairie, 35 miles outside Chicago, a treasure that has been designated a National Environmental Research Park.

Job Summary: The Contract Administrator is responsible for managing and administering contractual agreements between the company and its clients, vendors, and other business partners. The primary focus of this role is to ensure that contracts are properly executed, implemented, and maintained in compliance with company policies and applicable laws and regulations. The Contract Administrator will collaborate with various departments and stakeholders to facilitate smooth contract operations and mitigate legal and financial risks.

Responsibilities:

Contract Administration:

• Coordinate and manage contract lifecycles from initiation to completion.
• Maintaining subcontract files, including tracking and updating subcontractor data, correspondence, and documentation
• Reviewing subcontractor invoices for completeness, accuracy, and compliance with contractual terms and conditions in a timely manner
• Conducting subcontract closeout activities, including verifying all deliverables have been met, resolving outstanding issues, and ensuring compliance with contract terms and conditions
• Monitor contract performance, ensuring adherence to terms, conditions, and timelines.
• Collaborate with relevant stakeholders to resolve contract-related disputes and issues.

Communication and Relationship Management:

• Serve as a point of contact for contract-related inquiries and clarifications.
• Providing guidance and support to internal stakeholders on subcontractor-related matters
• Liaise with internal departments, external vendors, and clients to facilitate effective communication and resolve contract-related matters.

Process Improvement:

• Identify opportunities to streamline and enhance contract management processes.
• Work with Compliance Team to develop and implement standardized templates, workflows, and tools to improve efficiency and accuracy.
• Provide guidance to internal teams on contract management best practices.

Qualifications:

• Bachelor's degree in business administration, contract management, or a related field (or equivalent experience).
• Proven experience in contract administration, contract management, or a similar role.
• Strong understanding of contract law, legal terminology, and contract negotiation principles.
• Excellent written and verbal communication skills.
• Detail-oriented with exceptional organizational and time management abilities.
• Proficient in using contract management software (Oracle) and Microsoft Office Suite.
• Ability to work independently, prioritize tasks, and meet deadlines.
• Strong analytical and problem-solving skills.
• Professional certifications in contract management (e.g., CPCM, CFCM) are a plus.

This job description provides a general overview of the responsibilities and qualifications typically associated with the role of a Contract Administrator. Actual job duties may vary depending on the specific needs of the company and procurement department.

Fermilab is an Equal Opportunity Employer and believes a diverse and inclusive environment based on mutual respect is essential to our mission. Fermilab is committed to recruiting and developing the most hardworking people and does not discriminate in employment on the basis of race, ethnicity, color, religion, age, sex, gender identity or expression, sexual orientation, military/veteran status, country of birth, geography/postal code, disability, marital status, parental or gestational status, or other non-merit factor.

REAL-ID Requirement for access to Fermilab Campus
Fermilab and FRA requires all members of the public to produce a REAL-ID, or equivalent, to access the Fermilab Campus for interviews or career events. A list of acceptable forms of ID can be found here: If a candidate is selected for an interview but does not possess any of the equivalent documents, we may schedule a virtual interview.