Contracts & Administrative Associate
Program/Role: Contracts and Administrative Associate
Location: WFH Flexible. Candidate should be located in or near the Minneapolis, MN metro area. GPI’s headquarters are based at 2801 21st Avenue South, Suite 220 in Minneapolis, MN.
Reports to: Grants and Contracts Manager
Type of Position: .75 FTE (30 hours/week) position; potential for 1.0 FTE
Ideal start date: As soon as available, position will be open until filled
Compensation:
Part-Time (.75 FTE) Salary Range: $38K-$44K, commensurate with experience
Full-Time (1.0 FTE) Salary Range: $51K-$59K, commensurate with experience.
Benefits made available at 30 hours or more per week include a health plan, 401(k) retirement plan, LTD, STD, life, vision, dental, FSA/HSA, paid time off, professional development allowance, and a communication stipend. Some benefits are pro-rated to .75 FTE position.
ABOUT THE GREAT PLAINS INSTITUTE
A nonpartisan, nonprofit organization, the Great Plains Institute (GPI) is accelerating the transition to net-zero carbon emissions for the benefit of people, the economy, and the environment. Increased demand for GPI’s unique blend of energy expertise and consensus-derived solutions has driven organizational and programmatic growth. With headquarters in Minnesota, GPI’s operations are national in scope while retaining a core competency in the Midcontinent region. GPI is powered by more than 70 professionals and is supported by some of the nation’s most respected philanthropies.
The following values inform the way we work both inside and outside of GPI. It is important to us to be trusted, inclusive, equitable, pragmatic, and transformative:
Trusted. We base our approach and actions on trust, mutual respect, and accountability.
Inclusive. We achieve impact through inclusive and deliberate collaboration with a diversity of interests.
Equitable. We strive for equity in our approach and outcomes.
Pragmatic. We take a clear-eyed view of the world as it is, even as we seek to improve it.
Transformative. We are a bold and passionate catalyst for change.
THIS POSITION
GPI seeks a bright, outgoing, and highly motivated individual to join our contracts and grants administrative team. GPI engages in a significant amount of contractual relationships: 1) we hire others to do work; 2) others hire us to do work. The contracts and administrative associate’s primary focus is to assist with contract documentation, processing and tracking, and general administrative tasks. To succeed in this role, you need to have a high level of attention to detail and accuracy, be process-oriented, thorough, self-motivated, and a team player. We are willing to train a candidate on the position subject matter, who exhibits the overall attributes needed, Our work is fast-paced, and our hardworking staff is passionate about GPI’s mission and the environment in general. We are committed to building a diverse staff and strongly encourage candidates from all backgrounds to apply.
JOB DUTIES
Draft contract agreements from templates provided (i.e., work-for-hire contracts, memorandums of understanding, fee-for-service contracts), as requested by program and/or contracts staff.
Respond to internal online form and email requests for contracts in a timely manner. Prioritize workflows and be available for more immediate requests. Provide assistance by deadlines.
Obtain internal legal review and approval of drafted/negotiated contracts/agreements and ensure readiness for signatures.
Collaborate with internal program teams and external partners, to move documents from drafts to negotiations, to final versions.
Facilitate full execution of approved contracts via e-signatures and ensure final versions are received by both parties and are electronically filed internally for record-keeping.
Meticulously track progress of agreements and deliverables in database and resolve missing elements or issues. Follow up with staff for upcoming deliverables.
Ensure all accounting elements and contract requirements needed are obtained from vendors and are filed with the appropriate record (i.e., vendor’s IRS W9, insurance certificate, etc.). Provide GPI documents to clients to ensure timely payments are received.
Ongoing maintenance and updates of contracts in database: regularly flag expiring contracts/agreements and advise program staff. Draft amendments/extensions as needed. Collaborate with program staff to ensure that terms of contracts are fulfilled and that associated financial transactions are processed appropriately.
Register and/or maintain organizational accounts on city, state, federal, and corporate portals.
Complete vendor and funder requests for organizational and financial information.
Assist to create and maintain smooth processes to facilitate the cross-organizational workflows associated with all contracts.
Provide assistance to program staff for contract and administrative-related inquiries.
Assist finance team with projects to assist with workflow and other tasks as needed.
Other duties as assigned.
DESIRED QUALIFICATIONS AND SKILLS:
Knowledge and experience with vendor and fee-for-service contract processing. A desire to expand knowledge in the area of contracts and legal terminology. Demonstrated familiarity with legal terminology and processes a plus. Willing to train strong candidate.
At least 2-3 years demonstrated administrative experience
Highly detail-oriented and able to work both independently, and in collaboration with others. High degree of accuracy.
Salesforce CRM (customer relationship management) experience
Ability to work with many different people, juggle multiple tasks in an organized way, and manage expectations and tasks with individuals at all organizational levels
Excellent time and deadline management, project management and team relationship skills
Excellent written, verbal, and interactive communication and typing skills
Fluent in relevant computer programs in a Microsoft environment including: SharePoint, Outlook, Word, Excel, PowerPoint, etc. Competency in Adobe Acrobat Pro software.
Other platforms include: Salesforce and other customer relationship management databases, online vendor and funder portals, online project management tools, etc.
Commitment to the mission and goals of the Great Plains Institute.
EQUIPMENT USED:
This position may involve use of a desktop computer and/or laptop, copier, fax machine, calculator, printer, and telephone.
PHYSICAL REQUIREMENT:
This position requires working at a desk (either sitting or standing), for extended periods and extensive use of devices (e.g., keyboard, mouse), as well as usage of telephone/headset.
HOW TO APPLY:
Required application materials include a resume and one-page cover letter. Applications will be considered on a rolling basis.
BACKGROUND ON GREAT PLAINS INSTITUTE:
GPI has a fast-paced entrepreneurial culture in which people enjoy both great freedom and great responsibility. People who thrive in this culture take personal responsibility for seeing what needs doing and getting it done. They are initiative-takers, problem-solvers, and quick to help others. They work hard because they believe in the mission, and get to spend much of their time at the intersection of what they love to do and are good at. It’s a working environment in which performance is judged more on results than on time spent in a chair. We aspire to make this the best job anyone has ever had.
The Great Plains Institute is an Equal Opportunity Employer and welcomes a wide diversity of applicants.