Description

WestEd is a nonpartisan, nonprofit agency that conducts and applies research, develops evidence-based solutions, and provides services and resources in the realms of education, human development, and related fields, with the end goal of improving outcomes and ensuring equity for individuals from infancy through adulthood. WestEd has more than a dozen offices nationwide, from Massachusetts, Georgia, and Washington, DC, to Arizona and California, with headquarters in San Francisco.

Throughout WestEd’s over 50 year history we have maintained a strong commitment to staff diversity. Individuals of different ethnicities, races, abilities, gender identities, and sexual orientations, as well as from different cultural, linguistic, and socioeconomic backgrounds, work at all levels of the organization. We value the range of perspectives provided by this diverse workforce and the ways in which those perspectives enrich and inform our agency and the work we do. Read more about WestEd’s Commitment to Diversity, Equity, and Inclusion.

Department Profile:

The Contracts & Grants Department negotiates and monitors WestEd's agreements with numerous funding and partner agencies, including various federal government entities, multiple state government entities, local education agencies, non-profits, and private organizations. In addition, the Contracts & Grants Department plays a major role in WestEd’s proposal processes, and handles the certifications, insurance, regulatory and various compliance requirements for WestEd.  

Responsibilities:

• Provide professional-level support to the Contracts Department managing a variety of areas, including the maintenance of databases, preparing correspondence, and overseeing the flow of documents through the Contracts Department.
• Responsible for various levels of contracts processing including (1) initial drafting of contract documents by collecting and organizing relevant information from multiple sources, both internal and external, and using WestEd standard contract templates; (2) reviewing external client contracts; and (3) managing contract negotiations between WestEd Contracts staff and external clients.
• Conduct thorough review and issue-spotting for pending proposal submissions and providing guidance to program and department staff related to proposal rules; also assist program staff with preparation of standard and nonstandard legal forms related to proposal submissions.
• Assist the Director of Contracts & Grants with research and analysis related to specific contracts/proposals in order to advise staff.
• Serve as representative of Contracts & Grants Department in internal project review discussions.
• Track, log, and follow up on contract/proposal status in order to respond to program/funder inquiries regarding the processing of contract documents.

• Provide general support in the following areas: a) organizing and maintaining department files in both hard copy and electronic formats; b) copying, faxing, emailing contract documents; c) scanning and uploading contract documents for internal approvals.

• Provide guidance and training to agency staff related to infrastructure departments’ processes and procedures.

• Contribute to the development of new processes that increase efficiencies and recommend process improvements.

• Interface with other infrastructure departments (including Accounting, Finance, Institutional Development, Legal, and HR) as well as with program departments within the organization on a daily basis.

• Other duties as assigned by the Director of Contracts & Grants.

SPECIAL NOTICE REGARDING THE WORK LOCATION OF THIS POSITION - Currently, all staff at WestEd are working from home until further notice.  Once we return to offices, this position will be based in one of WestEd’s offices.  Candidates can submit a request to work from home.

Qualifications:

• 5-7 years of experience in a strong administrative support role or 3-5 years as a contracts/compliance analyst or equivalent role that required maintenance of client files, drafting documents and correspondence, monitoring deadlines, and analyzing documents.
  
  
• Bachelor's degree required.
  
  
• Previous contracts experience preferred.
  
  
• Advanced proficiency with Microsoft Office and Adobe.
  
  
• 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 desirable.
  
  
• Ability to manage time effectively with little supervision is required. Should be able to take initiative and deal successfully and efficiently with short and long term priorities in an environment with time-sensitive needs.
  
  
• Ability to independently develop and implement plans and procedures, evaluate and assess problem areas, and provide recommendations for solutions.
  
  
• Excellent customer service, and communication skills required for constant interfacing with staff and clients; ability to work as a team member.
  
  
• Very detail oriented. Ability to review and critique contract documents

SALARY AND BENEFITS: Salary for this role is competitive, set at a WestEd level E, and commensurate with experience. WestEd offers a very generous benefits package including medical, dental, and vision coverage, as well as Life, AD&D and Disability insurance.  We also offer various retirement plan options and Flexible Spending Accounts for medical, childcare, and commuter expenses. WestEd offers generous paid holidays and paid time off (PTO), among other benefits.

Committed to the diversity of race, ethnicities, perspectives, and opportunities, WestEd offers a variety of social and professional learning communities, such as Employee Resources groups, the Data Intelligence, Insights, and Innovation PLC, and the WestEd Parent Community, just to name a few.  We hope you’ll consider joining us to build better schools, communities, learning pathways, and more!

Link to job posting: https://recruiting2.ultipro.com/WES1032WSTE/JobBoard/e5cebb97-720c-4bb5-8a63-deffd14ff13a/OpportunityDetail?opportunityId=69c05d7b-54d8-4618-b56c-4945755aa651