Senior Specialist, Budget Administration

Planned Parenthood; New York (NY); On-site; USD 72,000 - 77,000; Full time

Job summary

Planned Parenthood Federation of America seeks a proactive Senior Specialist, Budget Administration to support the OCDO's Federation Fundraising division. You will manage procurement workflows, vendor onboarding, NDA handling, and contract tracking in collaboration with the Finance team.

Reporting to the Senior Director, Budget and Reporting, you will coordinate invoice processing, revenue/expense forecasting, and provide reliable administrative support to ensure compliant, timely financial

Qualifications

• Bachelor’s degree with 3-5 years of related administration experience in fundraising, finance, procurement, or a similar field.
• Experience supporting procurement and financial administration in a complex nonprofit environment.
• Proven ability in contract administration, invoicing, and expense tracking.
• Strong written and verbal communication for memos, agendas and procedures.
• Familiarity with Salesforce, EveryAction, Asana, Adaptive or similar platforms.

Responsibilities

• Serve as primary liaison for contracts and financial tracking for the Federation Fundraising division.
• Support contracting and procurement, including vendor onboarding, NDA handling, regulatory reporting and contract administration.
• Track procurement workflows, coordinate requisitions, purchase orders, and approve processes.
• Assist Manager, Budget Administration with centralized procurement requests and alignment with SOPs.
• Coordinate communication with program teams to ensure timely invoicing and payments.

Skills

Administration

Procurement

Finance support

Nonprofit context

Vendor management

Communication

Education

Bachelor’s degree

Tools

Salesforce

EveryAction

Asana

Adaptive

Coupa

Job description

Planned Parenthood is the nation’s leading provider and advocate of high-quality, affordable sexual and reproductive health care for all people, as well as the nation’s largest provider of sex education. Planned Parenthood organizations serve all people with care and compassion, with respect, and without judgment, striving to create equitable access to health care. Through health centers, programs in schools and communities, and online resources, Planned Parenthood is a trusted source of reliable education and information that allows people to make informed health decisions. We do all this because we care passionately about helping people lead healthier lives.

Planned Parenthood Federation of America (PPFA) is a 501(c)(3) charitable organization that supports the independently incorporated Planned Parenthood affiliates, which operate non-profit health centers across the U.S. PPFA also works to educate the public on and advocate for issues of sexual and reproductive health. Formed as the advocacy arm of Planned Parenthood Federation of America, Planned Parenthood Action Fund is a separate non-profit membership organization tax-exempt under section 501(c)(4). The Action Fund engages in educational, advocacy, and limited electoral activity, including grassroots organizing, legislative advocacy, and voter education in furtherance of the Planned Parenthood mission.

Planned Parenthood Federation of America (PPFA) and Planned Parenthood Action Fund (PPAF) seek a proactive and detail oriented Senior Specialist, Budget Administration. This role reports to the Senior Director, Budget and Reporting in the Office of the Chief Development Officer. The Office of the CDO (OCDO) provides administration, engagement and budgetary management for the Development division.

Purpose:

• The Senior Specialist will provide operational and administrative support in the OCDO for the Federation Fundraising division.
• The Senior Specialist will ensure accurate and timely delivery of invoice processing and work in coordination with the Program team, and closely with the Manager and Senior Director on revenue/expense tracking and forecasting.
• The Senior Specialist will be responsible for managing the procurement process for a team with a high volume of contracts.

Engagement:

• The Senior Specialist will be responsible for significant accounting and administrative functions and will serve as the point of contact in OCDO for the Federation Fundraising division’s procurement/ contract needs, and accounting.
• The Senior Specialist will collaborate closely with Federation Fundraising colleagues with an internal customer service orientation
• The Senior Specialist will be a point of contact for the Finance team, and other PPFA departments, as needed, to support effective management of financial processes.
• The Senior Specialist will coordinate communication with program teams to ensure vendors have timely and accurate invoicing and payments.

Delivery:

• Serves as the primary liaison with the Federation Fundraising division for their contracts and financial tracking needs
• Supports contracting and procurement for the Federation Fundraising division, including, but not limited to vendor onboarding, partner intake, NDA signatories, regulatory reporting, and ongoing contract administration.
• Tracks contract workflows to proactively identify and resolve delays or errors in contracting. Also coordinates requisition receipt, purchase order processing, and procurement support as needed.
• Supports the Manager, Budget Administration to process procurement contract requests in a centralized manner, ensuring streamlined submission, approval, and tracking in alignment with PPFA procurement protocols and internal SOPs.
• Serves as the primary point of contact for the postage escrow account, working closely with Finance to ensure accurate accounting of funds.
• Communicates with internal stakeholders and external vendors to ensure efficient procurement operations and effective resolution of process-related issues.
• Performs additional projects and duties as assigned.

Knowledge, Skills and Abilities (KSAs):

• Bachelor’s degree with 3-5 years of related experience in administration within fundraising, advocacy, finance, procurement, or a comparable field.
• Demonstrated experience supporting procurement and financial administration in a complex organizational environment, including contract administration, invoice processing, and expense tracking.
• Experience with contract and administrative functions, with an emphasis on nonprofits and fundraising
• Better-than-average written and verbal communication skills are necessary to produce memos, presentations, procedural documentation, circulate agendas, etc.
• Understanding of data and reporting platforms (Salesforce, EveryAction), project management software (Asana), Finance System (Adaptive), Procurement Systems (Coupa)

Travel: 0-5%

The Planned Parenthood cultural ethos, "In This Together", reflects our commitment to building a workplace culture that fosters belonging, promotes learning throughout the employee lifecycle, and recognizes individual contributions to our mission.

Planned Parenthood Federation of America participates in the E-Verify program. Planned Parenthood Federation of America is an equal employment opportunity employer and is committed to maintaining a non-discriminatory work environment, and does not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity, or any other characteristic protected by applicable law. Planned Parenthood Federation of America is committed to creating a dynamic work environment that values diversity and inclusion, respect and integrity, customer focus, and innovation.

72000 - 77000 USD a year