Senior Associate, Contracts and Budget, Workplace Services
The Pew Charitable Trusts
October 9, 2018
Full Time - Experienced
The Pew Charitable Trusts is driven by the power of knowledge to solve today's most challenging problems. Pew applies a rigorous, analytical approach to improve public policy, inform the public and invigorate civic life.
We are an independent nonprofit organization – the sole beneficiary of seven individual trusts established between 1948 and 1979 by two sons and two daughters of Sun Oil Company founder Joseph N. Pew and his wife, Mary Anderson Pew.
Our work lays the foundation for effective policy solutions by informing and engaging citizens, linking diverse interests to pursue common cause and insisting on tangible results. Our projects encourage efficient, responsive governments – at the local, state, national and international levels – serving the best interests of the people. We partner with a diverse range of donors, public and private organizations and concerned citizens who share our interest in fact-based solutions and goal-driven investments to improve society.
With offices in Philadelphia, Washington DC, Australia, Brussels and London, and with additional staff in other regions of the United States and around the globe, Pew provides an exciting learning environment and the opportunity to work with highly talented individuals. We are a dynamic, rapidly evolving organization that values creativity and innovative thinking and fosters strong teamwork with mutual respect.
Department Overview The Workplace Services (WPS) Department manages Pew's integrated facilities management portfolio, a state-of-the-art Conference Center, events and organizational continuity management. The department consists of the following core functions: Conference and Events Services Integrated Facilities Management (Office Services, Facilities, Property Management and Building Engineering) Organizational Continuity Management (Business Continuity Management)
Position Overview The Senior Associate, Contracts and Budget is a member of the Workplace Services Department, reporting to the Vice President and is based in the Washington, DC office. The Senior Associate, Contracts and Budget will provide oversight over the development of statements of work, deliverables, payment schedules and other contract requirements. As needed, the Senior Associate, Contracts and Budget liaise with vendors and participate in contract negotiations. The incumbent will work directly with department staff to facilitate development and monitoring of the department's budgets and forecasts; provide accurate and timely financial reporting; ensure compliance with adopted policies and procedures; and provide a high level of customer service to management staff.
The Senior Associate, Contracts and Budget will directly assist the Vice President in various operational and department venues to ensure key discussions and requirements are documented, as needed.
Contracts and Procurement
Work proactively to determine when there is a need for a contract, contract extensions, amendments, or renewals; support vendor selection as needed. This position facilitates the contract process within WPS. Individual teams are responsible for providing the applicable work packages, budget information, quotes, supporting documents, etc., in an organized format to the incumbent to process through CAPS.
Support drafting contract deliverables, statements of work and contract budgets.
Lead purchase requisition process, including: confirming budget availability, source of funding and proper coding; providing market pricing information in support of price negotiations; helping to properly document how contract budgets are derived; assisting with writing basic scopes of work and deliverables when requested and linking payment schedules to deliverables when appropriate; and, evaluating requisition packages for completeness and proper pre-approvals and sign-offs.
Create contract packages, including: obtaining all necessary and relevant documents from the vendor; creating complete, accurate and properly-coded contracts, purchase orders and related fee and expense line items; performing quality assurance checks; facilitating the review, approval and execution of final contract documents by authorized Pew and vendor signers; properly archiving documents; ensuring Pew's information systems contain complete and accurate vendor, procurement, contract and chart field coding information; sending contracts to designated vendors; and, properly archiving the approved contract package.
Review all documents for compliance with Pew's policies and procedures.
Assist with invoicing and payment issues, as needed. Most of the invoicing and payments are the responsibility of individual WPS teams.
In consultation with WPS' managers and the Vice President, assist in the annual preparation of budgets. On a monthly basis, tracks, reconcile, and facilitates bill-backs. This is conducted in conjunction with each team who is responsible for assisting and providing direct support.
In consultation with WPS' managers, assists in annual preparation of the DC, Philadelphia and London facilities budgets and on a monthly basis tracks, reconciles, and handles bill-backs.
Collect, prepare and assemble documentation for departmental invoices. This is a facilitated process with direct support of each team.
Reconcile invoices, distribute financial reports to meet internal deadlines, particularly with accounts payable and CAPS.
Coordinate setup of new vendors in PeopleSoft, collecting due diligence forms and sending to payment services and CAPS in a timely fashion to ensure vendor payments.
Develop and maintain knowledge about Pew's accounting, finance, budgeting, procurement, and contracting policies, procedures, and practices (e.g. commitment authority, spending authority, expense policies, foreign currency policy, month-end and year-end close processes, financial code/chart of accounts); and remain current as new policies, procedures, and practices are implemented.
Write the budget narrative with assistance from WPS senior staff, as necessary.
With guidance from more senior staff, research issues and propose potential solutions.
Departmental proof-reader for all documents submitted to senior staff and external documents.
Partner with supervisor to communicate new and existing policies and procedures to the unit and with Internal Communications for all-staff communication.
Lead on WPS Buzz, monthly departmental electronic update. Develops the schedule, ensures that each WPS department submits blurbs, edits the updates, submits to Internal Communications for review and works closely with them until posted.
Work closely with IFM Director and VP on domestic and international construction projects, including project tracking, setting up contracts, invoice review, payment submission and close-out reconciliation.
Contribute to and participate in tasks and special projects as assigned. Participate in projects related to the Facilities and Conference Center.
Maintain departmental performance, quality and customer service metrics.
With Manager, Facilities and IT, maintain and update Pew Online Art Catalogue.
In addition, this position will perform special projects and analysis as needed.
Bachelor's degree in finance, accounting or business.
A minimum of four years of progressively responsible experience in budgeting, relevant contracting and procurement experience with nonprofits, for-profits and/or universities in a complex and fast-paced environment.
Experience adhering to service-level agreements, agreed-upon cycle-times and customer expectations, including demonstrated experience helping to reduce cycle-times and improve process efficiencies without negatively impacting the quality of the outcome.
Financial management experience, including developing budgets and pricing detail in support of work plans, fees and expenses; generating reports and analyzing, interpreting and communicating financial data and information; and familiarity with basic accounting, costing and overhead allocation principles.
Self-directed and accepts full responsibility for completing assignments and resolving issues. Ability to think proactively, take initiative and see tasks through to completion with appropriate follow-up.
Problem-solving and analytical skills.
Keen attention to detail and outstanding organizational skills. Ability to balance multiple priorities, organize time and work autonomously on discrete projects.
Strong written and oral communications skills, including demonstrated ability to summarize complicated issues in a clear, effective writing and presentation style.
Ability to work professionally and collegially within a creative, fast-paced and corporate culture that emphasizes excellence and teamwork.
Strong interpersonal skills, including the ability to develop and manage productive relationships with staff, consultants and partners. The ability to work collaboratively with various departments, individuals and external partners. PeopleSoft Financials experience a plus.
Demonstrated proficiency in the use of the Microsoft Office suite of products (Windows, Microsoft Word, Excel (strong skills), and /or Outlook).
Travel Occasional domestic travel for conferences and meetings.
Total Rewards 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.
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.