Contract Coordinator II

WestEd; San Francisco (CA); Remote; USD 64,000 - 81,000; Full time

Job summary

An established industry player is seeking a detail-oriented professional to support its Contracts & Grants Department. This role involves managing databases, preparing correspondence, and ensuring efficient document flow. The ideal candidate will have a Bachelor's degree and at least 5 years of relevant experience. With a commitment to improving equitable outcomes, this organization values initiative and excellence, making it a great place for those looking to make a difference. Enjoy a supportive work environment with opportunities for professional growth and a comprehensive benefits package.

Benefits

15% retirement contribution

Pre-tax Flexible Spending Accounts

Paid Time Off: 3 weeks vacation

Paid holidays

12 days paid sick leave

Life Insurance: 3x gross salary

Professional development opportunities

Mentorship program

Qualifications

• 5+ years of experience in legal, contracts, or strong administrative support role.
• Advanced proficiency with Microsoft Office and Adobe Acrobat Pro.

Responsibilities

• Manage databases, prepare correspondence, and oversee document flow.
• Provide guidance and training related to infrastructure departments' processes.

Skills

Microsoft Office

Adobe Acrobat Pro

Database Management

Customer Service

Time Management

Education

Bachelor's Degree

Tools

Salesforce

Job description

Description

About WestEd

As a community of over 1,400 researchers, practitioners, consultants, and administrative professionals from all backgrounds and life experiences, we are committed to making a qualitative difference in the lives of youth, children, and adults. We conduct and apply research, develop evidence-based solutions, and provide consulting services across the country in both rural and urban communities to improve equitable outcomes for individuals from infancy through adulthood. Serving as trusted partners in the areas of education, health, and justice, our teams enhance capacity within communities and school districts to prioritize impact - asking the right questions, customizing methodologies, developing relevant tools, and implementing best practices specific to a diverse range of stakeholder needs.

WestEd supports individual initiative, excellence, and hard work of all individuals in our hiring and work practices. WestEd complies with all applicable federal and state anti-discrimination laws, as well as OFCCP requirements. All qualified applicants will receive consideration for employment without regard to disability, or status as a protected veteran.

SPECIAL NOTICE REGARDING THE WORK LOCATION OF THIS POSITION-Although WestEd provides the option of working at one of its facilities for employees, many roles allow employees to choose to work remotely for their own convenience. The decision to allow remote work at the employee's convenience is based on the requirements of the position or project in question.

Responsibilities:

- Provide professional-level support to the Contracts & Grants Department managing a variety of areas, including the maintenance of databases, preparing correspondence, and overseeing the flow of documents through our Department.

- Play a key role in managing the Department's ticketing system, responding to department tickets and/or routing them to appropriate staff within prescribed turnaround times.

- Assist with research and analysis related to specific contracts/proposals to advise staff at a variety of levels throughout the agency.

- Track, log, and follow up on contracts to respond to program/funder inquiries regarding the processing of contract documents. Maintain and update internal database(s) reflecting this information.

- Provide general support including the following areas: a) organizing and maintaining department files; b) routing contract documents externally & internally (copying, mailing, e-mailing); c) maintaining general correspondence for the Department through email, mail, and telephone; d) completing standard forms for the Department.

- Provide guidance and training to agency staff related to infrastructure departments' processes, procedures, and systems.

- Interface with other infrastructure departments (including Accounting, Finance, Institutional Development, Legal, and HR), as well as with project Division staff within the organization daily.

- May involve initial drafting of contract documents by collecting and organizing relevant information from multiple sources, both internal and external, and using standard forms and templates.

- Contribute to the development of new processes that increase efficiency.

- Other duties as assigned by the Department Manager, and Operations Specialist.

Qualifications:

- Bachelor's degree or equivalent work experience required.

- Previous contracts experience preferred; minimum 5 years of experience in a legal, contracts, or strong administrative support role that required maintaining client files, drafting correspondence, monitoring deadlines, and analyzing documents.

- Advanced proficiency with Microsoft Office & Adobe Acrobat Pro.

- Strong familiarity with databases required. Will need to be able to navigate and conduct frequent searches on internal intranet and various databases. Experience working on a Salesforce platform is advantageous.

- Ability to manage time effectively with little supervision is required. Should be able to take initiative and efficiently and successfully manage short and long-term priorities in an environment with time-sensitive needs.

- Excellent customer service and communication skills required for constant interfacing with staff and clients; ability to work as a team member.

- Very detail-oriented; able to proofread, review, and analyze numerous lengthy emails and documents daily.

- Ability to learn quickly, apply lessons learned, take on responsibilities, and multi-task effectively.

*Note: Visa sponsorship is not available for this position. Successful candidates must be authorized to work in the United States.

WestEd conducts a criminal background check and education verification for all new hires. Any offers of employment will be contingent on receiving a clear background check in accordance with applicable law.

SALARY AND BENEFITS:
The full salary range for this position, WestEd level 7, is $64,300 to $100,500, but WestEd does not typically hire at or near the top of the salary range. The typical hiring range for this role is $64,300 to $80,400. The actual offer considers multiple factors, including but not limited to education, experience, internal equity, and other organizational needs.

In addition to the base salary, benefits include:

* 15% contribution toward retirement effective day 1 of employment
* Pre-tax Flexible Spending Accounts
* All health/welfare benefits are effective the first of the month following the hire date
* PTO: 3 weeks' vacation (increases to 4 weeks beginning the 4th year of employment), paid holidays, and 12 days paid sick leave per year
* Life Insurance: value of 3x gross salary
* Opportunities for annual merit-based performance increases + annual incentives
* Professional development opportunities & mentorship program

For more details about our benefits, go to: https://www.wested.org/work-at-wested/#benefits

WestEd is a Drug Free Employer and maintains a drug-free workplace. #LI-CA #CIRCA-ALLSTATES

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws.
For further information, please review the Know Your Rights notice from the Department of Labor.