Contracts and Operations Coordinator

$50,000 - $55,000/Yr

United Way - Madison, WI

Full-time - Mid Level

Madison, WI

11-50 employees

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

The Contracts and Operations Coordinator will support the organization by managing contracts, ensuring compliance, and optimizing operational processes. This role requires strong organizational skills, attention to detail, and the ability to work collaboratively across departments to ensure smooth and efficient operations.

Responsibilities

• Develop, draft, and review procurement contracts, ensuring alignment with the organization's needs, compliance standards, and best practices.
• Create, implement, and maintain a contract tracking and management system to oversee contract life cycles, renewals, modifications, and terminations.
• Ensure all procurement contracts adhere to organizational policies, legal standards, and funder requirements.
• Serve as a lead Contract Specialist for all types of contracts and MOUs.
• Assist with contract submissions, including gathering information, progress tracking, signature processing, delivery, and serving as liaison with the executive office, finance, and other internal teams.
• Coordinate the collection of data to maintain department dashboards for internal and external reporting (Key Performance Indicator reporting).
• Coordinate interactions and manage relationships between partners, sub awardees, and contracted partners.
• Support the development and implementation of operational policies and procedures.
• Assist in the planning and execution of organizational projects and initiatives.
• Coordinate with various colleagues to ensure alignment and efficiency in operations.
• Monitor and report on operational performance metrics, identifying areas for improvement.
• Oversee the maintenance, continuity, and consistency of business processes related to operational services.
• Identify service improvement opportunities to enhance operational efficiency.
• Create and maintain documentation, procedures, standards, and policies related to operational services.
• Ensure compliance with local, state, and federal regulations related to contracts and operations.
• Prepare and submit required reports to regulatory bodies and funding agencies.
• Support the finance team in maintaining accurate records and documentation for audits and desk reviews.
• Assist in the development and implementation of risk management strategies.
• Ensure subrecipient monitoring procedures comply with federal and other applicable regulations.
• Lead regular monitoring reviews to ensure sub awardee compliance with State of Wisconsin and OMB requirements for grant fiscal management.
• Assist in interpreting and applying laws and regulations, executive orders, Office Management Budget (OMB) circulars, funder requirements, and state statutes as they relate to grant administration.
• Ensure procurement activities align with legal standards, funding requirements, and organizational goals.
• Utilize financial accounting software systems to process expenditures, produce financial reports, reconcile expenses, and initiate corrections.
• Assist in determining if grant budget modifications are needed to align with activities.
• Support the accounting team in reviewing monthly and quarterly grant financials to ensure completeness and accuracy; initiate corrections as needed.
• Work closely with program managers, finance, and other functions to establish vendor agreements that support the mission and objectives of the organization.
• Build strong, long-term relationships with suppliers to ensure procurement activities contribute to the success and sustainability of the agency's programs.

Requirements

• Bachelor's degree in business administration, management, or a related field; or appropriate combination of education and experience.
• Minimum of three years of experience in contract management, operations, or a related role.
• Experience in a non-profit or public sector environment is a plus.
• Three years of grant project implementation and/or fiscal management experience.
• Strong organizational and time management skills, with the ability to manage multiple tasks and projects simultaneously.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite and contract management software.
• Ability to work independently and as part of a team.
• Strong problem-solving skills and the ability to think critically.
• Knowledge of legal and regulatory requirements related to contracts and operations.
• High level of integrity and professionalism.
• Demonstrated project coordination skills, including knowledge of tools and processes for effective timeline monitoring, deliverables tracking, regular team communication, and continuous improvement strategies.
• Demonstrated experience in handling and securing documents containing sensitive and confidential information.
• Flexible - able to adapt to changes in client/internal needs quickly and work flexible hours to meet challenging and changing deadlines.
• Customer service focus, curiosity, and analytical thinking.

Nice-to-haves

• Experience in grant management and compliance monitoring.
• Familiarity with financial accounting software systems.

Benefits

• Health Insurance
• 401K Plan
• Flexible PTO
• Vacation & Paid Time Off