The Contracts Specialist will work towards meeting the strategic priorities of External Affairs through efficient coordination of drafting, managing and tracking contracts and grants, while providing excellent customer service to project managers. They will use available systems and resources to maintain and track agreements in the various stages of development and complete day-to-day tasks and activities related to contracts management. They will become proficient in vendor payments and processes related to all agreements. They will direct and respond to inquiries about program agreements, create resource materials, and draft correspondence. They will be well versed in the systems and resources utilized by the team in order to execute assigned tasks. They will maintain, track and research data, and produce and review reports. The Specialist will provide guidance in satisfying administrative requirements based on extensive knowledge of policies and procedures. They will provide support and targeted training related to the functional areas of the team. They will implement processes and practices in order to improve effectiveness. The Specialist will communicate with staff in various programs across the Conservancy, as well as with donors, volunteers, vendors, and business relations. They will communicate or distribute information to assist staff in making decisions, solving problems, and improving workflow.

• Draft all agreements for External Affairs program staff, to include contracts and grants;
• Track progress of each agreement;
• Coordinate and track all vendor payments related to agreements;
• Coordinate with program staff and XA leadership to ensure compliance;
• Update all delegations of authority as needed;
• Conduct regular check-ins with project managers;
• Draft correspondence to XA leadership on the status of all agreements;
• Work within scope of program’s strategic goals;
• Act independently on assigned tasks and exercise independent judgment based on analysis and experience, referring difficult questions and unusual problems to supervisor;
• Coordinate projects with several variables, working within a defined timeline and budget;
• Demonstrate sensitivity in handling confidential information;
• Perform non-routine analysis, research and follow-through;
• Ensure compliance with Conservancy policies and procedures, and external (donor/legal/IRS) requirements;
• Financial responsibility includes purchasing, processing invoices, contracting with vendors, and assisting with budget preparation;
• May act as a resource to others to solve problems and act in supervisor’s stead when instructed;
• May supervise administrative and/or volunteer staff, including training and professional development;
• Provide input through project teams for the improvement of existing programs;
• Travel and work flexible hours as needed;
• Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain; and
• Work is diversified and may not always fall under established practices and guidelines.