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 Reporting, Contracts and Procurement Services (CAPS), Grant Program Services, Payment Services, Payroll Services, Planning and Budgeting, and Treasury Services. The Finance Department seeks to hire individuals with the competencies, skills, experience and adaptability necessary to deliver superior-quality work in a results-oriented environment.
Contracts and Procurement Services (CAPS)
Pew's organizational structure includes a centralized procurement and contracting unit called CAPS, housed within the Finance Department. The unit provides procurement and contracting services to operations and program internal Pew customers who desire to purchase a wide-range of specialized services from domestic and international providers in addition to low-risk commodity-type goods and services. The mission of the unit is to collaborate with operations and program staff 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.
The Coordinator position reports to a Manager in CAPS. The Coordinator provides support for CAPS staff across Operations and the Program portfolios. The Coordinator ensures assigned tasks are completed in a timely and accurate manner in accordance with Pew policy.
The primary role of this position in the centralized procurement and contracting unit is to support the CAPS work across the organization, by assisting Pew staff with the purchase of specialized and commodity-type goods and services from domestic and international vendors in support of Pew's programmatic and operations work.
Processes simple contract transactions including agreement extensions, amendments, honoraria, low cost agreements, and internal authorizations of funding by increasing the expenditure under an existing contract. Relevant tasks include but are not limited to: validating appropriateness of transaction; setting up ShareFile accounts; reviewing internal documentation, legal terms and external documentation for completeness; emailing external documentation to vendors; obtaining internal and external approvals and signatures; forwarding documentation to accounts payable for payment; and preparing package for finalization).
Requests due diligence from potential Providers
Requests Vendor ID (VID) creations or confirms VID
Reviews and approves Provider Summaries
Runs the Funding History Reports
Conducts revenue calculations
Sets up the PeopleSoft and Salesforce accounts for each agreement
Creates the Master Terms and Conditions identification number
Assists with reviewing and maintaining updated certificates of insurance
Creates the final closeout package
Enters data into internal rate comparison tool
Assists with scheduling, attending, and note-taking during CAPS meetings
Assists with CAPS special projects such as updating policies, procedures, and templates as directed
Conducts Market Research as necessary
Assists Contract Associates with administrative tasks associated with leading competitive processes for program and operations teams
Completes general CAPS data entry and electronic file organization
Update the CAPS training and process materials
Supports quality and consistency across CAPS team's use of Smartsheets for tracking and reporting
Participates in special projects.
Associates degree, or equivalent years of experience, in accounting or finance preferred, or paralegal experience along with one or more years of contract and procurement experience.
Proficiency with Microsoft Office suite especially Excel and Outlook. Pew uses the Oracle PeopleSoft suite of modules.
Use appropriate grammar in verbal and written form in communications with staff and key stakeholders.
Maintain a customer service demeanor at all times.
Organized, detail oriented and thorough with the ability to juggle multiple tasks.
Ability to develop and maintain productive professional relationships with team members and constituents throughout the organization.
Work with close attention to detail, monitor and double check work for accuracy and quality.
Demonstrate initiative by investigating issues, seeking to understand underlying transactions, identify internal resources needed and asking thoughtful questions.
Strong work ethic and self-directed to take action to resolve issues and meet deadlines.