24 days old

Coordinator, Contracts and Procurement Services

The Pew Charitable Trusts
Washington, DC 20004
  • Job Code
    118940404

Overview

The Pew Charitable Trusts uses data to make a difference. For more than 70 years, we have focused on serving the public, invigorating civic life, conducting nonpartisan research, advancing effective public policies and practices, and achieving tangible results. Through rigorous inquiry and knowledge sharing, we inform and engage public-spirited citizens and organizations, linking diverse interests to pursue common cause. We are a dedicated team of researchers, communicators, advocates, subject matter experts, and professionals working on some of today's big challenges – and we know we are more effective and creative collectively than we are individually. With Philadelphia as our hometown and the majority of our staff located in Washington, D.C., our U.S. and international staff find working at Pew personally and professionally rewarding.
Wise stewardship of resources allows Pew employees to pursue work that strategically furthers our mission in significant and measurable ways. We collaborate with a diverse range of philanthropic partners, public and private organizations, and concerned citizens who share our interest in fact-based solutions and goal-driven initiatives to improve society. Pew attracts top talent, people of integrity who are service-oriented and willing to take on challenging assignments. We provide competitive pay and benefits, a healthy work-life balance, and a respectful and inclusive workplace. Pew employees are proud of their colleagues, proud of where they work, and proud of the institution's reputation.
The Finance Department
Pew's Finance department is committed to serving as an excellent steward of financial resources; providing accurate, reliable, timely, and cost-effective finance and accounting related products and services; and delivering extraordinary customer service on a sustained basis.
The Finance department desires to ensure each position is fully aligned with Pew's mission, strategic priorities and results-oriented culture; and filled by a person with the competencies, skills, experience, and adaptability necessary to deliver extraordinary results on a sustained basis. The Finance department strives to provide a great workplace for competent, highly motivated, customer service and results-oriented people whose leadership qualities and core values align with the Pew's high-performing and mission-driven culture.
Pew's Finance department is comprised of two areas, (1) Controller and (2) Planning and Budgeting, Contracts and Procurement, and Treasury Services. Controller is comprised of (i) accounting and financial reporting and (iii) payroll and payment services. Planning and Budgeting, Contracts and Procurement, and Treasury Services is comprised of (i) planning and budgeting for program and operations; (ii) contract and procurement services; (iii) grant management; and (iv) investment management and banking services.
Contracts and Procurement Services
Pew's organizational structure includes a centralized procurement and contracting unit called CAPS, housed within the Finance Department. The mission of the unit is to collaborate with Program and Operations internal customers to procure desired goods and services in a timely manner, at a reasonable price and in a way that is consistent with established Pew policies, procedures and cycle-time targets.
Position Overview
The Coordinator, Contracts and Procurement Services reports to a Manager, Contracts and Procurement Services. The Coordinator provides support for CAPS staff across Operations and the Program portfolios. The Coordinator ensures assigned tasks are completed in a timely and accurate manner in accordance with Pew policy.

Responsibilities

The primary role of this position in the centralized procurement and contracting unit is to support the CAPS work across the organization, by assisting Pew staff with the purchase of specialized and commodity-type goods and services from domestic and international vendors in support of Pew's programmatic and operations work.
Honoraria
  • Processes honoraria payments (setting up the sharefile account, reviewing letters/financial docs for completeness, emails the letters to the recipients, forwards documents for payment to accounts payable, initiates the close out the process)
Intake
  • Requests due diligence from potential Providers
  • Requests Vendor ID (VID) creations or confirms VID
  • Reviews and approves Provider Summaries
  • Runs the Funding History Reports
  • Conducts revenue calculations
  • Sets up the PeopleSoft and Salesforce accounts for each agreement, including adding the names of the 15 collaborators to the PeopleSoft record.
  • Creates the Master Terms and Conditions identification number
  • Assists with reviewing and maintaining updated certificates of insurance
Quality Control (QC)
  • Reviews and confirms math in the budgets
  • Creates the QC Sheet shell for agreements
Closeout
  • Create the final closeout package
  • Enter Data into ProFex tool (internal rate comparison tool)
Support
  • Assist with scheduling, attending, and note-taking during CAPS meetings
  • Assist with CAPS special projects such as updating policies, procedures, and templates as directed
  • Conduct Market Research as necessary
  • Assist Contract Associates with administrative tasks associated with leading competitive processes for program and ops teams
  • General CAPS data entry and electronic file organization
  • Update the CAPS manual on a regular basis with all the policy/process updates and items of note emails (future state could include Bizagi process updates)
  • Support quality and consistency across CAPS team's use of Smartsheets for tracking and reporting
<h2 class="iCIMS_InfoMsg iCIMS_InfoField_Job">Overview</h2> <div class="iCIMS_InfoMsg iCIMS_InfoMsg_Job"> <div class="iCIMS_Expandable_Container"> <div class="iCIMS_Expandable_Text"> <div>The Pew Charitable Trusts uses data to make a difference. For more than 70 years, we have focused on serving the public, invigorating civic life, conducting nonpartisan research, advancing effective public policies and practices, and achieving tangible results. Through rigorous inquiry and knowledge sharing, we inform and engage public-spirited citizens and organizations, linking diverse interests to pursue common cause. We are a dedicated team of researchers, communicators, advocates, subject matter experts, and professionals working on some of today's big challenges and we know we are more effective and creative collectively than we are individually. With Philadelphia as our hometown and the majority of our staff located in Washington, D.C., our U.S. and international staff find working at Pew personally and professionally rewarding.</div> <div> </div> <div>Wise stewardship of resources allows Pew employees to pursue work that strategically furthers our mission in significant and measurable ways. We collaborate with a diverse range of philanthropic partners, public and private organizations, and concerned citizens who share our interest in fact-based solutions and goal-driven initiatives to improve society. Pew attracts top talent, people of integrity who are service-oriented and willing to take on challenging assignments. We provide competitive pay and benefits, a healthy work-life balance, and a respectful and inclusive workplace. Pew employees are proud of their colleagues, proud of where they work, and proud of the institution's reputation.</div> <div> </div> <div><strong>The Finance Department</strong></div> <div>Pew's Finance department is committed to serving as an excellent steward of financial resources; providing accurate, reliable, timely, and cost-effective finance and accounting related products and services; and delivering extraordinary customer service on a sustained basis.</div> <div> </div> <div>The Finance department desires to ensure each position is fully aligned with Pew's mission, strategic priorities and results-oriented culture; and filled by a person with the competencies, skills, experience, and adaptability necessary to deliver extraordinary results on a sustained basis. The Finance department strives to provide a great workplace for competent, highly motivated, customer service and results-oriented people whose leadership qualities and core values align with the Pew's high-performing and mission-driven culture.</div> <div> </div> <div>Pew's Finance department is comprised of two areas, (1) Controller and (2) Planning and Budgeting, Contracts and Procurement, and Treasury Services. Controller is comprised of (i) accounting and financial reporting and (iii) payroll and payment services. Planning and Budgeting, Contracts and Procurement, and Treasury Services is comprised of (i) planning and budgeting for program and operations; (ii) contract and procurement services; (iii) grant management; and (iv) investment management and banking services.</div> <div> </div> <div><strong>Contracts and Procurement Services</strong></div> <div>Pew's organizational structure includes a centralized procurement and contracting unit called CAPS, housed within the Finance Department. The mission of the unit is to collaborate with Program and Operations internal customers to procure desired goods and services in a timely manner, at a reasonable price and in a way that is consistent with established Pew policies, procedures and cycle-time targets. </div> <div> </div> <div><strong>Position Overview</strong></div> <div>The Coordinator, Contracts and Procurement Services reports to a Manager, Contracts and Procurement Services. The Coordinator provides support for CAPS staff across Operations and the Program portfolios. The Coordinator ensures assigned tasks are completed in a timely and accurate manner in accordance with Pew policy. </div> </div> </div> </div> <h2 class="iCIMS_InfoMsg iCIMS_InfoField_Job">Responsibilities</h2> <div class="iCIMS_InfoMsg iCIMS_InfoMsg_Job"> <div class="iCIMS_Expandable_Container"> <div class="iCIMS_Expandable_Text"> <div>The primary role of this position in the centralized procurement and contracting unit is to support the CAPS work across the organization, by assisting Pew staff with the purchase of specialized and commodity-type goods and services from domestic and international vendors in support of Pew's programmatic and operations work.</div> <div> </div> <div><strong>Honoraria</strong></div> <ul> <li>Processes honoraria payments (setting up the sharefile account, reviewing letters/financial docs for completeness, emails the letters to the recipients, forwards documents for payment to accounts payable, initiates the close out the process)</li> </ul> <div><strong>Intake</strong></div> <ul> <li>Requests due diligence from potential Providers</li> <li>Requests Vendor ID (VID) creations or confirms VID</li> <li>Reviews and approves Provider Summaries</li> <li>Runs the Funding History Reports</li> <li>Conducts revenue calculations</li> <li>Sets up the PeopleSoft and Salesforce accounts for each agreement, including adding the names of the 15 collaborators to the PeopleSoft record.</li> <li>Creates the Master Terms and Conditions identification number</li> <li>Assists with reviewing and maintaining updated certificates of insurance </li> </ul> <div><strong>Quality Control (QC)</strong></div> <ul> <li>Reviews and confirms math in the budgets</li> <li>Creates the QC Sheet shell for agreements</li> </ul> <div><strong>Closeout</strong></div> <ul> <li>Create the final closeout package</li> <li>Enter Data into ProFex tool (internal rate comparison tool) </li> </ul> <div><strong>Support</strong></div> <ul> <li>Assist with scheduling, attending, and note-taking during CAPS meetings</li> <li>Assist with CAPS special projects such as updating policies, procedures, and templates as directed</li> <li>Conduct Market Research as necessary</li> <li>Assist Contract Associates with administrative tasks associated with leading competitive processes for program and ops teams </li> <li>General CAPS data entry and electronic file organization</li> <li>Update the CAPS manual on a regular basis with all the policy/process updates and items of note emails (future state could include Bizagi process updates)</li> <li>Support quality and consistency across CAPS team's use of Smartsheets for tracking and reporting</li> </ul> </div> </div> </div> <img src="https://analytics.click2apply.net/v/Pdm5J5uoNxlaIMNmTjxlO"> <br/><br/><h2 class="iCIMS_InfoMsg iCIMS_InfoField_Job">Requirements</h2> <div class="iCIMS_InfoMsg iCIMS_InfoMsg_Job"> <div class="iCIMS_Expandable_Container"> <div class="iCIMS_Expandable_Text"> <ul> <li>Associates degree in accounting or finance required and one or more years paralegal or contract and procurement experience. </li> <li>Proficiency with Microsoft Office suite especially Excel and Outlook. Pew uses the Oracle PeopleSoft suite of modules.</li> <li>Use appropriate grammar in verbal and written form in communications with staff and key stakeholders. </li> <li>Maintain a customer service demeanor at all times.</li> <li>Organized, detail oriented and thorough with the ability to juggle multiple tasks.</li> <li>Ability to develop and maintain productive professional relationships with team members and constituents throughout the organization.</li> <li>Work with close attention to detail, monitor and double check work for accuracy and quality.</li> <li>Demonstrate initiative by investigating issues, seeking to understand underlying transactions, identify internal resources needed and asking thoughtful questions.</li> <li>Strong work ethic and self-directed to take action to resolve issues and meet deadlines.</li> </ul> <div><strong>Travel</strong></div> <div>No travel is expected.</div> <div> </div> <div><strong>Total Rewards</strong></div> <div>We offer a competitive salary and benefit program, including: comprehensive, affordable health care through medical, dental, and vision coverage; financial security with life and disability insurance; opportunities to save using health savings and flexible spending accounts; retirement benefits to help prepare for the future; and work/life benefits to maintain a good balance.</div> <div> </div> <div>The Pew Charitable Trusts is an equal opportunity employer, committed to a diverse and inclusive workplace. Pew considers qualified applicants for employment without regard to age, sex, ethnicity, religion, disability, marital status, sexual orientation or gender identity, military/veteran status, or any other basis prohibited by applicable law. </div> </div> </div> </div><p>PI118940404</p>

Categories

Posted: 2020-03-11 Expires: 2020-04-11

Before you go...

Our free job seeker tools include alerts for new jobs, saving your favorites, optimized job matching, and more! Just enter your email below.

Share this job:

Coordinator, Contracts and Procurement Services

The Pew Charitable Trusts
Washington, DC 20004

Join us to start saving your Favorite Jobs!

Sign In Create Account
Powered ByCareerCast