Contracts Specialist

National Audubon Society•New York, NY

83d•$75,000 - $105,000•Hybrid

About The Position

Reporting to the Senior Director, Contracts and Finance Administration, the Contracts Specialist will be responsible for the preparation, review and administration of contracts and agreements between Audubon and its independent contractors, grantees and other entities. They will work with Project Managers in national and state programs to determine the best agreement mechanism and advise on alternative clauses, special risk factors and sound business terms. They will work closely with Grant Specialists and the Finance and Legal teams to ensure agreements comply with company policies and procedures, regulatory requirements and grant obligations. They will manage the contract lifecycle, including drafting, signing, amending, and closeout. This position will work closely with the Senior Director and Finance staff to cultivate a Community of Practice consisting of finance and administrative staff in the field with a focus on standardizing and implementing best practices for contract related activities. They will also inform processes as we develop the new contract management system and serve as the liaison between the field and finance on contract administration in the Enterprise Resource Planning (ERP) framework. This is a hybrid position based in Audubon’s New York City office. We will also consider remote candidates within the United States.

Requirements

Associates degree in related field required; Bachelor’s Degree preferred. An equivalent combination of education and work experience will also be considered.
At least five years demonstrated work experience in a contract administration or management position.
Experience working in a not for profit or with government grants preferred.
A high level of organizational skills, a respect for details, and a meticulous attention to accuracy. Must be able to spot errors and inconsistencies.
Requires a high level of accountability and responsibility.
Experience reviewing business terms and understanding of contractual language required.
Excellent writing and oral communication skills, as well as good analytical, editing, and proofreading skills.
Proficiency in Microsoft Office, especially Excel, Word, and Outlook.
Ability to adapt to various software and automated systems.
Exceptional customer service skills and an excellent email and telephone demeanor
Ability to engage professionally with employees at all levels and in all areas of the organization. Must be good humored and a team player.
A self-starter with a proactive approach to assignments, one with the ability to work both independently and as part of a team, solve problems with limited supervision, prioritize tasks, and meet deadlines.
Commitment to Audubon’s organizational values of care, collaboration, change, integrity, impact, and innovation.
Experience fostering inclusive and collaborative work environments is valued.

Nice To Haves

Familiarity with Workday a plus.

Responsibilities

Review and assist in drafting contracts, grant agreements and amendments as requested by project managers.
Ensure essential terms are included and described clearly and completely.
Liaise with internal stakeholders to understand their requirements and provide contractual solutions.
Determine appropriate agreement template for each engagement.
Advise on sound business terms to be included and negotiated.
Ensure subgrants and contracts required by grant awards are completed and that grant requirements are passed through to the subgrantees.
Determine if complexity of engagement requires further legal or financial team participation in preparation of agreements.
Perform preliminary review of non-standard agreements.
Consult with General Counsel as necessary.
Train staff on contract procedures and related best business practices.
Facilitate development of a Community of Practice by working with field staff and encouraging knowledge sharing and communication between members.
Analyze potential risks that contract terms or changes may pose to organization and escalate for review.
Ensure internal due diligence and contractor vetting is completed, relevant approvals are in place & contracts conform to Audubon policies.
Review final documents for completeness.
Ensure all salient terms are included, proper forms are used, boilerplate terms and conditions are included and that all attachments and referenced exhibits are in place.
Ensure insurance certificates and other documents required from contractors are collected.
Shepherd agreements through signature process.
Ensure executed agreements are communicated to necessary parties to provide contract visibility and awareness and to fulfil regulatory filings.
Regularly review policies and procedures and make recommendations for improvements that allow for efficient and smooth functioning operations.
Provide input to design and usage of contract management system to ensure streamlined and comprehensive processing of agreements.
Maintain and foster culture of safety.
Perform other job-related duties as assigned.