Coordinator, Contracts and Procurement Services

Location US-DC-Washington
Posted Date 1 year ago(2/5/2020 4:36 PM)
Job ID
2020-6212
Department
Finance
Company
The Pew Charitable Trusts

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 responsible for all financial functions at Pew. The Finance Department is committed to providing accurate, reliable, timely and cost-effective finance and procurement related products and services to aid in Pew’s mission. Services are managed by individual units with specific areas of focus. The Finance Department is comprised of Accounting and Reporting, Contracts and Procurement Services (CAPS), Grant Program Services, Payment Services, Payroll Services, Planning and Budgeting, and Treasury Services. The Finance Department seeks to hire individuals with the competencies, skills, experience and adaptability necessary to deliver superior-quality work in a results-oriented environment.
 
Contracts and Procurement Services (CAPS)
Pew’s organizational structure includes a centralized procurement and contracting unit called CAPS, housed within the Finance Department. The unit provides procurement and contracting services to operations and program internal Pew customers who desire to purchase a wide-range of specialized services from domestic and international providers in addition to low-risk commodity-type goods and services. The mission of the unit is to collaborate with operations and program staff 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 position reports to a Manager in CAPS. 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.
 
Transaction Processing
  • Processes simple contract transactions including agreement extensions, amendments, honoraria, low cost agreements, and internal authorizations of funding by increasing the expenditure under an existing contract. Relevant tasks include but are not limited to: validating appropriateness of transaction; setting up ShareFile accounts; reviewing internal documentation, legal terms and external documentation for completeness; emailing external documentation to vendors; obtaining internal and external approvals and signatures; forwarding documentation to accounts payable for payment; and preparing package for finalization).
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
  • Creates the Master Terms and Conditions identification number
  • Assists with reviewing and maintaining updated certificates of insurance 
Closeout
  • Creates the final closeout package
  • Enters data into internal rate comparison tool 
Support
  • Assists with scheduling, attending, and note-taking during CAPS meetings
  • Assists with CAPS special projects such as updating policies, procedures, and templates as directed
  • Conducts Market Research as necessary
  • Assists Contract Associates with administrative tasks associated with leading competitive processes for program and operations teams 
  • Completes general CAPS data entry and electronic file organization
  • Update the CAPS training and process materials
  • Supports quality and consistency across CAPS team’s use of Smartsheets for tracking and reporting
  • Participates in special projects.

Requirements

  • Associates degree, or equivalent years of experience, in accounting or finance preferred, or paralegal experience along with one or more years of contract and procurement experience. 
  • Proficiency with Microsoft Office suite especially Excel and Outlook. Pew uses the Oracle PeopleSoft suite of modules.
  • Use appropriate grammar in verbal and written form in communications with staff and key stakeholders. 
  • Maintain a customer service demeanor at all times.
  • Organized, detail oriented and thorough with the ability to juggle multiple tasks.
  • Ability to develop and maintain productive professional relationships with team members and constituents throughout the organization.
  • Work with close attention to detail, monitor and double check work for accuracy and quality.
  • Demonstrate initiative by investigating issues, seeking to understand underlying transactions, identify internal resources needed and asking thoughtful questions.
  • Strong work ethic and self-directed to take action to resolve issues and meet deadlines.
Travel
No travel is expected.
 
Total Rewards 
As this is a full-time position, 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 help you maintain a good balance.
 
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.

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