Contracts Administrator - Hyperfine

Company Profile

Hyperfine (NASDAQ: HYPR) is the groundbreaking MedTech company that created Swoop, the world's first FDA-cleared portable magnetic resonance imaging (MRI) system capable of providing neuroimaging at the point of care. Our mission is to transform patient care by creating access to life-saving diagnostics and actionable data at the point of care.

Today, eighty percent of the world's population lacks access to MRI. Hyperfine is on a mission to address the limitations of current imaging technologies and make MR imaging accessible anytime and anywhere.

Do you have a background in magnetic resonance imaging, deep learning, electrical engineering, physics, or related fields? What about health equipment sales, business development, or marketing? Hyperfine lives and works on the cutting edge of medical imaging accessibility. If you enjoy a challenge as much as you value a committed workplace, we could be the next step in your rising career.

Job title:  Contracts Administrator

Location:  Palo Alto, CA (Hybrid)

SUMMARY:

This position works both independently and collaboratively across departments to triage legal requests and coordinate certain aspects with outside counsel. This individual must track existing workflows, re-prioritize as needed, and build and improve workflows to meet goals, adhere to financial objectives, and create a culture of compliance.  The role works closely with other members of our small legal team and senior leadership, with a primary focus on drafting, storage and handling of commercial agreements, as well as managing the contract tracking sheet. This will involve managing and operating our contract management systems (currently IronClad and SharePoint), organizing those systems, handling uploads and data entries of signed contracts, performing searches in the systems and generally organizing and updating those file systems. The role may also assist in corporate governance workstreams, handle corporate registrations, and any other legal matters that may arise.  The work environment is fast-paced, and the role interacts with both senior leadership, managers and staff of various departments.  Thus, level-headed thinking and communicating when faced with multiple requests all deemed urgent by the requestors is essential.  Excellent communication skills, and professionalism under stress are required.

RESPONSIBILITIES:

• Provide broad-based support and assistance to in-house counsel and Chief Administrative Officer
  • Oversee the Legal Contract database and assist in implementing its application to other systems (Salesforce) and external signature programs (SignNow, DocuSign, etc.).
  • Maintain and take a lead in establishing new uses and structures to our contract database
  • Receive requests for agreements and prepare initial draft for attorney review
  • Assist with handling unique search requests within the databases
  • Incorporate changes and help stakeholders understand any changes in contracts
  • Archive agreements for easy retrieval
  • Substantive review and analysis of agreements to drive to signature
• This role is responsible for maintaining the electronic data base for all agreements, ensure it is current, and, when agreements are fully uploaded and search parameters implemented, provide timely reporting to all parties when decisions need to be made on those agreements (such as for renewal, termination, or amendments).
• Update teams on status of existing projects and escalate projects requiring attorney review to the appropriate team member.
• Assist legal team in adopting company policies, training, and improvement of workflows
• Assist in corporate governance work including the preparation and maintenance of corporate records
• Provide support to Company's corporate compliance programs and initiatives

KNOWLEDGE AND SKILL:

• Maintain relationships and work effectively across all levels of the organization
• Strong skill with technology and evaluation and implementation of programs
• Strong contract reviewing, drafting, tracking and managing ability
• Highly detail-oriented with the ability to prioritize and complete tasks with minimal oversight
• Experience with Legal Contract Databases and MS Office applications required
• Use of electronic signature software a plus (SignNow, DocuSign, Adobe)

EDUCATION/EXPERIENCE REQUIRED:

• Bachelor's Degree, Associate's Degree, or equivalent work experience
• Minimum three (3) years of relevant experience in contract negotiating, drafting, tracking and management required. Familiarity with a wide variety of agreements and legal operations, including budgeting and workflow building highly desirable
• Med tech, and/or health care experience a plus
• Work experience with intellectual property issues a plus
• IP admin or docketing a plus.
• Interest in learning new things and expanding your skill set a plus

PHYSICAL DEMANDS:

• This is a Hybrid role with regular presence at the Hyperfine Inc. facility in Palo Alto, CA
• Able to travel when required, and operate tools of the trade (company issued laptop, correspond with team members on your cell phone, etc.)
• This is a full-time position, and support outside of standard work hours may be required from time to time

Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor, take over sponsorship or transfer sponsorship for any employment visas at this time.

Applicant Privacy Notice

Scope and Overview

This Applicant Privacy Notice describes how and when Hyperfine, Inc. collects, uses, shares, and updates personal information from individuals who wish to be considered for employment. 

Collection and Use of Personal Information

For purposes of this Applicant Privacy Notice, personal information means any information that identifies or can be used to identify an individual.  Personal information excludes anonymous or de-identified data that are not associated with a particular individual.  To carry out our recruitment activities, we collect, store, and process the following categories of personal information:

• Identifiers such as name and contact information, including home address, phone number, and email address;
• Your resume, CV, or profile that includes your employment history, previous and relevant work experience or other experience, and education history;
• Job openings you wish to be considered for; and
• Cover letter, if you choose to submit one.

We collect the personal information that we process directly from you. In limited circumstances third parties may provide your personal information to us, such as former employers and other third parties that assist us with recruitment activities.

We use this information to assess and compare your skills, qualifications, and experience against other candidates and consider your candidacy for employment at Hyperfine; communicate with you about the recruitment process, your application, recruitment events, and other potential career opportunities at Hyperfine; inform our internal analysis and reporting on our hiring practices and make improvements to our application and recruitment process; for security and fraud detection purposes; and to comply with legal obligations.

As part of our recruitment process, we may also request verification information such as citizenship, work permit status, government-issued identification, and date and place of birth.  We will use this information to verify your information and identity; conduct background checks; confirm your eligibility to work at a particular Hyperfine office; confirm that there are no potential conflicts of interest issues in hiring you; and begin the on-boarding process if you are hired by Hyperfine.  In addition, where requested by you, we will use this information to assist you with obtaining an immigrant visa or work permit, if required.

You may also voluntarily self-identify certain additional personal information such as your gender, race or ethnic origin, or veteran's status.  While we will not ask you for this type of information, you may voluntarily choose to provide it during the course of your recruitment.  Such information is voluntary and your decision to provide or withhold any such information will not negatively impact whether or how we will consider you for employment.  We may use any such information for internal analysis and reporting on our hiring practices and to make improvements to our application and recruitment process.

Data Sharing

We share your personal information with our employees, contractors, designated agents, or third-party service providers who require such information to assist us with recruitment.  Third-party service providers may include, but are not limited to, employment background check providers, recruiting partners, and other service providers that help us manage our recruitment activities.  When we contract with these third parties, we do not permit them to use or disclose your information for any purpose other than the work they are doing on our behalf or as required by law.

We may also disclose your personal information to comply with legal obligations or valid legal processes, to protect the rights and property of Hyperfine, or for emergency/safety reasons.   If a business transfer or change in ownership occurs, we may disclose information, if necessary, to complete the transaction.

Data Security

We have implemented appropriate physical, technical, and administrative security measures designed to secure your personal information against accidental loss and unauthorized access, use, alteration, or disclosure. In addition, we limit access to personal information to those employees, agents, contractors, and other third parties that have a legitimate business need for such access.

Accessing and Correcting your Personal Information

If you would like to access, correct, or modify the personal information you have shared with us, including your contact and application information, please contact info@hyperfine.io with your request.

Deletion

Generally, we will delete your personal information after an unsuccessful application.  If your application for employment is successful, we will transfer some or all of the personal information we have collected about you to your Human Resources file.

Changes to this Privacy Notice

We reserve the right to update this Applicant Privacy Notice at any time, and we will post the latest version on our careers website at https://hyperfine.io/careers/.  If we make changes to this Applicant Privacy Notice during your recruitment process that, in our sole discretion, has a material impact on your rights with respect to how we process your personal information, we will notify you via email to the email address you provided to us.  By continuing the recruitment process after those changes become effective, you agree to be bound by the revised Applicant Privacy Notice.

Contact Us

If you have any questions about our processing of your personal information or would like to make a request, please contact: info@hyperfine.io.

Effective Date:October 29, 2021