Contracts and Operations Coordinator

Reports To:        Senior Director of Strategy and Mission Advancement

Location:           Must reside in Wisconsin

The Contracts and Operations Coordinator will support the organization by managing contracts, ensuring compliance, and optimizing operational processes. This role requires strong organizational skills, attention to detail, and the ability to work collaboratively across departments to ensure smooth and efficient operations.

ABOUT UNITED WAY OF WISCONSIN 

United Ways improves lives and strengthen communities by mobilizing partners to close gaps and open opportunities so everyone can thrive in Wisconsin. United Way connects partners, donors, volunteers, and community leaders to tackle the root causes of complex challenges while making a positive impact on the lives of Wisconsinites. Statewide our key initiatives are 211 Wisconsin, Volunteer Wisconsin, Workforce Development, and Techquity Wi. We also provide member support services to local and independent United Ways in Wisconsin, and 211 regional contact centers. 

CORE COMPETENCIES

Candidates must be able to demonstrate strong analytical and problem-solving skills, exercise sound judgment, and dynamic teamwork. The person should excel at effective communication, sound technical skills, analytical ability, good judgment, and a strong operational focus. A commitment to adding value to the team with a goal of implementing United Ways strategic direction. The individual should have exceptional listening skills, demonstrate energy and initiative, and show integrity and compassion for all members of the team and community. 

ESSENTIAL DUTIES AND RESPONSIBILTIES:

This role is essential in ensuring the organization’s operations run smoothly and efficiently, supporting the mission through effective contract management and operational coordination.

Contract Management:

• Develop, draft, and review procurement contracts, ensuring alignment with the organization’s needs, compliance standards, and best practices.
• Create, implement, and maintain a contract tracking and management system to oversee contract life cycles, renewals, modifications, and terminations.
• Ensure all procurement contracts adhere to organizational policies, legal standards, and funder requirements.
• Serve as a lead Contract Specialist for all types of contracts and MOUs.
• Assist with contract submissions, including gathering information, progress tracking, signature processing, delivery, and serving as liaison with the executive office, finance, and other internal teams.
• Coordinate the collection of data to maintain department dashboards for internal and external reporting (Key Performance Indicator reporting).
• Coordinate interactions and manage relationships between partners, sub awardees, and contracted partners.

Operations Coordination:

• Support the development and implementation of operational policies and procedures.
• Assist in the planning and execution of organizational projects and initiatives.
• Coordinate with various colleagues to ensure alignment and efficiency in operations.
• Monitor and report on operational performance metrics, identifying areas for improvement.
• Oversee the maintenance, continuity, and consistency of business processes related to operational services.
• Identify service improvement opportunities to enhance operational efficiency.
• Create and maintain documentation, procedures, standards, and policies related to operational services.

Compliance and Reporting:

• Ensure compliance with local, state, and federal regulations related to contracts and operations.
• Prepare and submit required reports to regulatory bodies and funding agencies.
• Support the finance team in maintaining accurate records and documentation for audits and desk reviews.
• Assist in the development and implementation of risk management strategies.
• Ensure subrecipient monitoring procedures comply with federal and other applicable regulations.
• Lead regular monitoring reviews to ensure sub awardee compliance with State of Wisconsin and OMB requirements for grant fiscal management.
• Assist in interpreting and applying laws and regulations, executive orders, Office Management Budget (OMB) circulars, funder requirements, and state statutes as they relate to grant administration. 
• Ensure procurement activities align with legal standards, funding requirements, and organizational goals.

Financial Management:

• Utilize financial accounting software systems to process expenditures, produce financial reports, reconcile expenses, and initiate corrections.
• Assist in determining if grant budget modifications are needed to align with activities.
• Support the accounting team in reviewing monthly and quarterly grant financials to ensure completeness and accuracy; initiate corrections as needed. 
• Work closely with program managers, finance, and other functions to establish vendor agreements that support the mission and objectives of the organization.
• Build strong, long-term relationships with suppliers to ensure procurement activities contribute to the success and sustainability of the agency’s programs.

Education and Experience

• Bachelor’s degree in business administration, management, or a related field; or appropriate combination of education and experience.
• Minimum of three years of experience in contract management, operations, or a related role.
• Experience in a non-profit or public sector environment is a plus.
• Three years of grant project implementation and/or fiscal management experience.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

• Strong organizational and time management skills, with the ability to manage multiple tasks and projects simultaneously.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite and contract management software.
• Ability to work independently and as part of a team.
• Strong problem-solving skills and the ability to think critically.
• Knowledge of legal and regulatory requirements related to contracts and operations.
• High level of integrity and professionalism.
• Demonstrated project coordination skills, including knowledge of tools and processes for effective timeline monitoring, deliverables tracking, regular team communication, and continuous improvement strategies.
• Demonstrated experience in handling and securing documents containing sensitive and confidential information.
• Flexible – able to adapt to changes in client/internal needs quickly and work flexible hours to meet challenging and changing deadlines.
• Customer service focus, curiosity, and analytical thinking.
• Global/organizational perspective, problem-solving skills, ability to work in a fast-paced environment, high attention to detail, initiative, and commitment to excellence.
• The ideal candidate is a quick learner, a strong performer, an individual with strong attention to detail, a desire for accuracy to support the organization’s contract’s function, and a team player passionate about their work and takes pride in attention to detail for successful outcomes.

Physical and Mental Demands

• The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this class, an employee is regularly required to stand, walk, and sit, talk or hear both in person and by telephone; use hands and fingers repetitively to handle or feel objects or controls and operate computers and other standard office equipment; reach with hands and arms.   
• Specific vision abilities required by this job include close vision, distance vision, depth perception, color vision and the ability to adjust focus.
• While performing the duties of this class, the employee is regularly required to use written and oral communication skills; read and interpret information; analyze and solve problems; observe and interpret people and situations; learn and apply new information or skills, work under intensive deadlines and interact with UWWi staff and members and others encountered in the course of work.