Contract Coordinator II

WestEd • San Francisco, CA

238d • $64,300 - $80,400 • Remote

About The Position

WestEd is a community of over 1,400 researchers, practitioners, consultants, and administrative professionals committed to making a qualitative difference in the lives of youth, children, and adults. We conduct and apply research, develop evidence-based solutions, and provide consulting services across the country in both rural and urban communities to improve equitable outcomes for individuals from infancy through adulthood. Serving as trusted partners in the areas of education, health, and justice, our teams enhance capacity within communities and school districts to prioritize impact — asking the right questions, customizing methodologies, developing relevant tools, and implementing best practices specific to a diverse range of stakeholder needs. WestEd supports individual initiative, excellence, and hard work of all individuals in our hiring and work practices. WestEd complies with all applicable federal and state anti-discrimination laws, as well as OFCCP requirements. All qualified applicants will receive consideration for employment without regard to disability, or status as a protected veteran. Although WestEd provides the option of working at one of its facilities for employees, many roles allow employees to choose to work remotely for their own convenience.

Requirements

• Bachelor's degree or equivalent work experience required.
• Previous contracts experience preferred; minimum 5 years of experience in a legal, contracts, or strong administrative support role that required maintaining client files, drafting correspondence, monitoring deadlines, and analyzing documents.
• Advanced proficiency with Microsoft Office & Adobe Acrobat Pro.
• Strong familiarity with databases required. Will need to be able to navigate and conduct frequent searches on internal intranet and various databases.
• Experience working on a Salesforce platform is advantageous.
• Ability to manage time effectively with little supervision is required.
• Excellent customer service and communication skills required for constant interfacing with staff and clients; ability to work as a team member.
• Very detail-oriented; able to proofread, review, and analyze numerous lengthy emails and documents daily.
• Ability to learn quickly, apply lessons learned, take on responsibilities, and multi-task effectively.

Responsibilities

• Provide professional-level support to the Contracts & Grants Department managing a variety of areas, including the maintenance of databases, preparing correspondence, and overseeing the flow of documents through our Department.
• Play a key role in managing the Department's ticketing system, responding to department tickets and/or routing them to appropriate staff within prescribed turnaround times.
• Assist with research and analysis related to specific contracts/proposals to advise staff at a variety of levels throughout the agency.
• Track, log, and follow up on contracts to respond to program/funder inquiries regarding the processing of contract documents.
• Maintain and update internal database(s) reflecting this information.
• Provide general support including organizing and maintaining department files, routing contract documents externally & internally, maintaining general correspondence for the Department, and completing standard forms for the Department.
• Provide guidance and training to agency staff related to infrastructure departments' processes, procedures, and systems.
• Interface with other infrastructure departments (including Accounting, Finance, Institutional Development, Legal, and HR), as well as with project Division staff within the organization daily.
• May involve initial drafting of contract documents by collecting and organizing relevant information from multiple sources, both internal and external, and using standard forms and templates.
• Contribute to the development of new processes that increase efficiency.
• Other duties as assigned by the Department Manager, and Operations Specialist.

Benefits

• 15% contribution toward retirement effective day 1 of employment
• Pre-tax Flexible Spending Accounts
• All health/welfare benefits are effective the first of the month following the hire date
• PTO: 3 weeks' vacation (increases to 4 weeks beginning the 4th year of employment), paid holidays, and 12 days paid sick leave per year
• Life Insurance: value of 3x gross salary
• Opportunities for annual merit-based performance increases + annual incentives
• Professional development opportunities & mentorship program

What This Job Offers

• Career Level: Entry Level
• Industry: Educational Services
• Education Level: Bachelor's degree