Department: Administrative Services
Reports to: Chief Operations Officer (COO), and Chief Executive Officer (CEO)
About Us: Working at J Bar J Youth Services: J Bar J Youth Services is a dynamic and mission-driven organization dedicated to empowering young individuals and promoting positive change in their lives. As a Contracts Manager, you will have the opportunity to make a meaningful impact by securing grants that support our programs and services.
Job Summary: We are seeking an experienced Contracts Manager to join our organization and support our efforts in managing contracts. The Contracts Manager will primarily focus on developing relationships with fund providers for contracts, managing contract terms, fulfilling contract terms, managing record keeping for contracts and grants, managing financial reporting, deadlines, and overseeing all aspects of the contract for the lifetime of the contract, working in close collaboration with the Chief Operating Officer (COO), and CEO. This position requires good customer service to develop relationships with our fund providers, attention to detail, and the ability to manage deadlines, reporting, and financial accountability for contracts and grants for auditing. This is a full-time position with the flexibility to work remotely.
Responsibilities:
· Maintain positive relationships with fund providers and other stakeholders
· Gather and maintain information on active contracts and grants such as: award amounts, reimbursement eligibility, claiming guidelines, and timing to claim and collect reimbursements from fund providers.
· Monitor spending compared to grant revenue to identify potential issues and corrective actions
· Ensure all fund providers reports are submitted accurately and within deadlines.
· Contributing to other process improvements and analytical projects on an as-needed basis.
· Collaborate with program staff to gather necessary information and data for financial, audit, and reports to fund providers.
· Understand financial reporting systems for to support new fund provider set ups and tracking timelines
· Manages timelines, integrates individual components, and oversees all aspects of reports.
· Prepare regular progress reports and clearly communicates to the COO and other stakeholders.
Qualifications:
· Bachelor’s degree in a relevant field (e.g., business administration, nonprofit management, English) is preferred.
· A minimum of 5 years of experience in monitoring and managing contracts, preferably in a nonprofit or similar organization.
· Strong analytical, organizational, and problem-solving skills, with ability to identify issues and recommend solutions and process improvement options.
· Excellent written and verbal communication skills, with the flexibility to adapt their communication style to meet the needs of different individuals or groups with varying levels of understanding.
· Self-starter able to complete assignments and adhere to deadlines with minimal supervision.
· Proficient with Microsoft Office software, including ability to effectively use pivot tables, formulas, and other techniques for analyzing data and presenting for management review.
· Familiarity with budgeting and financial information related to reporting and audits.
· Highly organized with the ability to manage multiple deadlines and projects simultaneously.
· Strong interpersonal and communication skills to collaborate effectively with the COO.
· Demonstrated commitment to ethical and professional conduct, maintaining confidentiality when necessary.
REQUIREMENTS
· Knowledge, Skills and Ability: Demonstrate excellent attention to detail. Excellent written, verbal, interpersonal and computer skills. Requires organizational and documentation skills with attention to detail and time sensitive information.
· Experience and Training: A bachelor’s degree or three (3) years of experience working in administrative office role. Valid Oregon driver license.
· Physical Requirements: While performing the duties of this job, the employee is frequently required to stand; walk; reach with hands and arms. The employee is occasionally required to sit and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 15 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. While performing the duties of this position, the employee is regularly required to talk or hear. The noise level in the work environment is usually moderate.
This job description is not meant to be all inclusive, and it is subject to change.