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, Brussels and London and staff in other regions of the United States as well as Australia, 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.
The Program Operations unit is housed within program and led by the Senior Director, Program Operations. The unit provides operations support to the entire program division and functions as a key liaison to Pew's operating units for finance, human resources, information technology, real estate services, contracts and procurement, and other division-wide initiatives. The operations work of the division is performed by two major groups: (1) a centralized operations management and coordination team and (2) project operations support clusters. Project operations support staff—teams that report directly to respective program areas—provide operation support to specific projects and portfolios. The project operations support staff primarily maintain contracts and budgets.
The Senior Associate, Contracts and Budget position includes two areas of focus: 1) analysis, problem solving, tools and training and 2) direct support to select portfolio.
In the first focus area the Senior Associate will support efforts to create key linkages between project operations support clusters embedded in projects and the contracts and procurement services (CAPS), legal and finance units. S/he provides contract and budget support to and collaborates closely with the embedded projects support teams to identify and problem-solve issues. S/he will support the development of contracts and budget tools and trainings, improving systems and processes within the program operations unit and in collaboration with other units. The Senior Associate will support program operations goals to ensure contract and budget outputs are high quality, adhere to set processes and standards, and are executed with efficiency in order to effectively respond to program needs.
In the second focus area the Senior Associate will lead a collaborative process with project teams and Pew's operations departments to develop contract documents and project budgets. The senior associate will have a key role in drafting statements of works, deliverables, payment schedules and other contract requirements. The candidate will work closely with contracts and procurement services to facilitate contract review and approval. As needed, the senior associate will liaise with vendors and participate in contract negotiations. In collaboration with Pew's finance department, the Senior Associate will work to develop project budgets and monitor spending and donor funding.
This role will require the candidate to develop an understanding of institutional and program-specific policies and procedures, to foster strong relationships across functional areas, and to maintain knowledge of the organization. The position is located in the Washington, DC office and reports to the Senior Manager, Contracts and Budgets, Program Operations.
Analysis and Problem Solving
- Contracts – Support the development and analysis of an efficient contract packaging and management process for program.
- Collaborate with CAPS to support implementation of standardized processes, procedures and quality controls for an efficient contracts function.
- Train program operations staff in contracts policies and procedures; develop trainings as needs are identified. Monitor to ensure systems are followed and quality outputs result.
- Maintain aggregated contracts tracking information to manage contracts volume and to analyze contract trends.
- Work with teams to identify risks, trends and gaps across processes. Collaborate with stakeholders to address issues and develop solutions. Collaborate with project operations support managers and the senior manager for issues where escalation within or outside of program operations is warranted.
- Collaborate effectively with CAPS, legal, and other units to support addressing contracting challenges and opportunities in a constructive manner.
- Manage protocols for “rush” contracts requests. Monitor compliance with protocols and analyze reasons and address root causes for these types of contract requests.
- Create system to ensure that all teams keep abreast of approaching contract end dates with timely prompts to manage within deadlines and extend when appropriate.
- Support the senior manager in providing training and guidance to vice presidents, senior directors, and project directors and teams to ensure a full and proper understanding of process in support of their project management needs.
- Budget – Bolster program's budgeting and financial management by serving as a program resource for financial reporting and analytics; collaborate with finance by identifying and addressing issues that could strengthen programs financial management role.
- Ensure the project operations support cluster teams have the requisite support, tools, training and systems to assist in project budgeting and financial management. Support budget development processes (including modifications and mid-term forecasts) to ensure accuracy, implementation feasibility and compliance with institutional policies and procedures.
- Understand project financial information needs and collaborate with finance to ensure reporting provides.
- Ensure systems are in place to track and manage donor funding and to aid compliance with donor funding restrictions.
- Work with the senior manager, contracts and budgets, program operations to identify any areas of refinement in project and departmental budgeting. Collaborate with finance and other stakeholders to improve budgeting and forecasting techniques to enable the strategic use of funds.
- Support the development of the annual departmental budget(s). Work with finance to produce budget to actual spending reports. Analyze spending for trends and issues.
Program Operations Support Direct to Portfolio
- In collaboration with project teams;
- Lead efforts to determine when there is a need for a contract, contract extensions, amendments, or renewals; support vendor selection as needed.
- Play significant role in drafting contract deliverables, statements of work, and contract budgets.
- Lead the development and completion of all required forms and contract documents that are submitted to Pew's contracts and procurement services team (CAPS); participate in CAPS collaboration process to facilitate review and approval of contracts. Coordinate with vendors and project staff to access needed information.
- Review all documents for compliance with Pew's policies and procedures.
- As needed, facilitate communications to explain special cases and unique circumstances for certain agreements.
- Monitor and track contractor/vendor payments and expenditures to confirm deliverables are met and invoices are coded properly.
- Participate in vendor negotiations as needed.
- Provide support in developing and monitoring project budgets;
- As key liaison to project director(s) and Pew's finance staff, collaborate to develop project budgets and document budget assumptions.
- Monitor project spending against budget via monthly financial reports and revise forecasts as needed.
- Monitor donor funding and advise program as needed.
- Monitor invoice preparation and tracking to ensure that invoices are properly coded and payments to vendors and sub-grantees are processed in a timely manner.
- Collaborate with finance to process financial transactions such as check requests and reimbursements in an accurate and timely manner. Ensure that project financial transactions are properly coded and tracked.
- Work with project director(s), philanthropic partnerships and finance to prepare any necessary grant proposal budgets. Coordinate and track the project-level deadlines for reporting to external donors.
- Work closely with program staff to keep them informed of financial activity.
- Bachelor's degree required. Advanced degree is helpful.
- A minimum of four years of relevant professional experience providing contracts and project budget support in a complex, multi-site environment with international operations and programs designed to effect policy change.
- Strong financial acumen and analytic skills. Ability to analyze budgetary information and provide clear, informative metrics and trends.
- Keen attention to detail and outstanding organizational skills. Able to balance multiple priorities, organize time, and work autonomously on discrete projects.
- Strong problem solving skills. Ability to work with systems and identify gaps and opportunities for improvements.
- Ability to work professionally and collegially within a creative, fast-paced and corporate culture that emphasizes excellence and teamwork.
- Strong oral, presentation, facilitation, and written communication skills in order to clearly convey complex ideas and concepts to general audiences.
- Strong interpersonal skills. Able to develop and manage productive relationships with consultants, partners, and staff at all levels. Excellent listening skills.
- 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.
- Ability to understand organizational structure and work through administrative systems processes.
- Knowledge of and demonstrated proficiency in use of the Microsoft Office suite of products (specifically, Word, Excel, and PowerPoint).
- PeopleSoft, Salesforce, or other enterprise systems experience a plus.
- Tableau or other business intelligence tools experience a plus.
Compensation and Benefits
We offer a competitive salary and excellent benefits.
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.