Senior Specialist, Budget Administration

Planned Parenthood Federation of America•Washington, DC

3d•$72,000 - $77,000

About The Position

Planned Parenthood Federation of America (PPFA) and Planned Parenthood Action Fund (PPAF) seek a proactive, detail-oriented Senior Specialist, Budget Administration to provide operational and administrative support in the Office of the Chief Development Officer (OCDO) for the Federation Fundraising division. The OCDO provides administration, engagement, and budgetary management for the Development division. The Senior Specialist ensures accurate and timely invoice processing, coordinates with program teams, and works closely with the Manager and Senior Director on revenue and expense tracking and forecasting. The role manages procurement for a team with a high volume of contracts and serves as OCDO’s point of contact for the Federation Fundraising division’s procurement, contract, and accounting needs. The position works closely with fundraising colleagues, Finance, other PPFA departments, program teams, and external vendors to support effective financial processes and timely, accurate invoicing and payments.

Requirements

Bachelor’s degree with 3–5 years of related experience in administration within fundraising, advocacy, finance, procurement, or a comparable field.
Demonstrated experience supporting procurement and financial administration in a complex organizational environment, including contract administration, invoice processing, and expense tracking.
Experience with contract and administrative functions, with an emphasis on nonprofits and fundraising.
Better-than-average written and verbal communication skills, including the ability to produce memos, presentations, and procedural documentation, and circulate agendas.

Nice To Haves

Understanding of data and reporting platforms such as Salesforce and EveryAction.
Understanding of project management software such as Asana.
Understanding of finance systems such as Adaptive.
Understanding of procurement systems such as Coupa.

Responsibilities

Serve as the primary liaison with the Federation Fundraising division for contracts and financial tracking needs.
Support contracting and procurement, including vendor onboarding, partner intake, NDA signatories, regulatory reporting, and ongoing contract administration.
Track contract workflows and proactively identify and resolve contracting delays or errors.
Coordinate requisition receipt, purchase order processing, and procurement support as needed.
Support the Manager, Budget Administration in centralized processing of procurement contract requests, ensuring streamlined submission, approval, and tracking in alignment with PPFA procurement protocols and internal SOPs.
Process invoices accurately and on time, coordinating with program teams and vendors to support timely and accurate invoicing and payments.
Work with the Manager and Senior Director on revenue and expense tracking and forecasting.
Serve as the primary point of contact for the postage escrow account and work with Finance to ensure accurate accounting of funds.
Communicate with internal stakeholders and external vendors to support efficient procurement operations and resolve process-related issues.
Perform additional projects and duties as assigned.