Senior Manager, Contracts, Grants and Procurement Services
The Pew Charitable Trusts
January 12, 2018
Full Time - Entry Level
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 public interests.
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.
Finance: Pew's Finance Department is responsible for all financial functions at Pew. The Finance Department is committed to providing accurate, reliable, timely and cost-effective finance and procurement related products and services to aid in Pew's mission. Services are managed by individual units with specific areas of focus. The Finance Department is comprised of Accounting and Payroll Services, Contracts and Procurement Services (CAPS), Department Finance, Grant Program Services and Payment Services. The Finance Department is seeking to hire individuals with the competencies, skills, experience and adaptability necessary to deliver superior-quality work in a results-oriented environment.
Central Procurement Unit: Pew's organizational structure includes a centralized procurement and contracting unit called CAPS, housed within the Finance Department. The mission of the unit is to collaborate with Program and Operations internal customers to procure desired goods and services in a timely manner, at a reasonable price and in a way that is consistent with established Pew policies, procedures and cycle-time targets.
Position Overview: Reporting to the Director, Contracts and Procurement Services and Grant Program Services and serving as an integral member of the finance team, the Senior Manager, Contracts, Grants and Procurement Services will be responsible for leading a management team that oversees operations contract professionals, grants program services professionals, and an intake and closeout team. The Senior Manager will leverage the strategic benefits of a centralized contracts and grants unit, thereby delivering high-quality, predictable and transparent contracts and grants services on a sustained basis, consistent with industry best practices, service-level agreements and established policies and procedures.
Team Development and Leadership:
Direct and organize the management of assigned departments.
Promote a culture of high performance and continuous improvement to include a commitment to effective communication, customer service and the highest quality standards.
Manage a team of professionals. Identify and create growth opportunities for team members, coach and mentor their professional development, and drive change for improving their skills and technical knowledge.
Counsel staff to high levels of individual performance by establishing departmental and developmental goals.
Determine when department or team project goals are at risk of not being met, identifying the causes and, when needed, ensuring appropriate actions are being taken to fix any problems in order to keep team goals on course.
Lead and manage a team of four grant management professionals, including the oversight of the drafting, evaluation and execution of agreements including: grants, grant modification and amendments.
Oversee the stabilization of Foundation Connect- the grants management tool.
Maintain efficiency in the time required at each step of the process by implementing an effective control and monitoring function within the unit.
Oversee financial due diligence for grants. Consult and advise program staff and grantee representatives on financial issues relating to grantee financial conditions and, when necessary, provide guidance to mitigate problematic financial situations.
Responsible for the accuracy of all grantee financial analysis presentations for quarterly board meetings.
Responsible for oversight of grant-tracking system and generation of timely reports for senior management.
Responsible for continuous process improvement to improve quality and efficiency of the grants administration functions.
Lead a team of three who provide high-quality support to Pew Operations staff (requestors/buyers) with the purchase requisition process, including: providing market pricing information in support of price negotiations; helping to properly document how contract budgets are derived; assisting with writing scopes of work and deliverables when requested and linking payment schedules to deliverables when appropriate; providing consultative services to requestors, subject-matter experts and vendors; and evaluating requisition packages for completeness and proper pre-approvals and sign-offs.
Negotiate legal terms and conditions and pricing upon request, including: negotiating terms and conditions, and when requested, assisting with negotiating best price to ensure goods and services are being purchased for a reasonable price.
Responsible for continuous process improvement to improve quality and efficiency of the operations contract functions.
Lead a team responsible for the management and reporting on the Provider due diligence evaluation process and the contract intake process, including provider risk management determinations and provider summary information.
Manage the contract administration process including: properly archiving documents; ensuring Pew's information systems contain complete and accurate vendor, procurement, contracting, lobbying and chart field coding information; and sending contracts to designated vendors and properly archiving the approved contract package. Monitor key contract dates and terms and the contract closeout process, including: assisting with resolution of issues involving contract terms and conditions, deliverables and payments; generating monthly contract aging and other reports to facilitate monitoring and collaborating with requestor to determine if contract should be closed or amended; soliciting requestor confirmation that all deliverables have been received and all invoices paid; and completing contract closeout checklists and securing requestors' approval to close contracts and/or purchase orders.
Liaise with Pew staff to trouble-shoot contractual actions within PeopleSoft, develop resources for Pew staff, and prepare and conduct trainings for staff on topics such as buyer responsibilities and contract management in PeopleSoft.
Manage contracts in PeopleSoft by supporting the quality assurance process in CAPS to ensure contractual actions meet CAPS processes and Pew's standards, confirming that all previously-entered information is accurate and ready to support the release of payments and the dispatch of purchase orders.
Develop and maintain a database for key contract metrics and procurement benchmarking data to be utilized throughout the procurement process. Develop recurring procurement metric reports.
Lead and manage special projects as assigned. Participate in Trusts-wide projects related to Finance.
Minimum of ten years prior experience providing contracts and project budget support in in a complex, multi-site environment with international operations and programs designed to effect policy change.
Demonstrated change management skills. Ability to design and implement systems to manage a high volume of internal and external transactions.
Minimum of three years of supervisory/management experience including experience managing performance, providing feedback and mentoring through career development advice and counsel.
Ability to produce measurable results and manage without direct authority.
Ability to set short- and long-term planning goals in line with program priorities and institutional procedures. Demonstrated ability to meet multiple deadlines by maintaining a high level of organization. Ability to develop and move projects forward with independence and autonomy.
Strong financial acumen. Ability to analyze budgetary information and assess organizational capacity.
Excellent written and oral communications skills. Strong oral, presentation, facilitation and written communication skills such that complex ideas, thoughts and concepts are clearly articulated for a general audience. Clear, effective writing style.
Strong interpersonal skills; ability to develop and manage productive relationships with consultants, partners and staff at all levels. Excellent listening skills.
Exhibit skills of diplomacy. Ability to work productively with a wide array of different people and institutions.
Strong understanding of how to manage through influence.
Seasoned judgment, ability to make decisions, justify recommendations and be responsive, clear and firm with colleagues.
Travel to Pew's Philadelphia, PA office required as necessary.
As this is a full-time position, we offer a competitive salary and complete 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 help you 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.