Position Purpose

We are seeking a highly organized and detail-oriented individual to join our team as a Contracts & Budgets Coordinator and help contribute to the success of our mission-driven organization focused on education improvement!

This full time non-exempt position reports to the Director of Budgets, Grants, and Contracts and plays a critical role in supporting functions relating to invoice and expense processing, assisting with budget tracking and development, helping with contracts administration, and providing broad programmatic and operations support as needed. The ideal candidate is a meticulous and proactive individual who is effective at collaborating across an organization and juggling a multitude of projects.

Essential Responsibilities

• Contract Coordination (40%)

  • Assist with drafting Statements of Work (SOW), completing procurement related forms, and uploading them to the contract system for review and approval

  • Ensure compliance with legal requirements and company policies and procedures

  • Track contract expiration dates, renewals, amendments, and spend against budgets

  • Follow-up with vendors for outstanding invoices and other required forms (e.g. tax forms)

  • Maintain a centralized contract repository, ensuring all contracts are properly documented, organized, and easily accessible

• Budget Support (20%)

  • Assist with budget development, tracking, and submissions

  • Review financial reports to ensure on-track spending; work with Finance team to address any discrepancies

• Administrative Support (35%)

  • Reconcile monthly credit card statements and submit timely expense reports

  • Process invoices for payment which entails correctly coding invoices and obtaining appropriate signatory approval of the expense

  • Receive and scan checks to Accounts Receivable for processing; update registration payments for conferences and courses

Non-Essential Responsibilities

• Assist on projects across the foundation on an ad-hoc basis. (5%)

  • Assistance may include, but is not limited to, research, analysis, and planning support.

Required Education & Experience

• Postsecondary degree or equivalent

• At least 2 years of experience in areas similar or related to this role

Required Knowledge, Skills, and Abilities

• General knowledge of contract management including SOWs, procurement, and legal compliance.

• General knowledge of budgeting and accounting (e.g. tracking budgets against spending, A/R v. A/P, coding to the correct accounts)

• Excellent problem-solving skills to handle uncertainties, competing demands, and implement process improvements

• Dependable with sound judgment and an improvement mindset

• Effective time management and follow-through with limited supervision; must be able to work independently

•  Highly detail-oriented, ensuring for accuracy, completeness, and timeliness of deliverables

• Effective and professional communication and collaboration skills  – across  all levels, with both internal staff and external constituents

• Professional handling of confidential information

• Proficiency in or experience with:

  • Microsoft 365: Excel, Word, Outlook, PowerPoint

  • Google Apps: Sheets, Docs, Slides

  • Video/Chat Apps: Zoom & MS Teams (Carnegie is a hybrid/remote work environment)

  • Financial systems and workflow tools (e.g. Sage Intacct, Smartsheet, DocuSign

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