You will be working with a small team of friendly and dedicated nonprofit professionals. NumFOCUS staff supports the international community of researchers and data scientists whose work accelerates life-changing research and scientific discoveries that benefit humanity. (Our community is made up of lots of brilliant and passionate people!) We envision an inclusive scientific and research community that utilizes actively supported open source software to make impactful discoveries for a better world.
Our team works together closely, and we support one another to do our best. We enjoy flexible scheduling, and we prioritize life outside of work. Our office vibe is casual and friendly, and though we are fully remote, we enjoy opportunities to meet in person as a staff to foster collaboration.
We enjoy generous benefits that contribute to our well-being and success, including:
2 weeks paid time off
12 paid holidays
4 weeks paid family leave
$50.00 monthly internet stipend
Travel opportunities (amount dependent upon role)
Annual staff retreat
Professional development opportunities
Optional employer supported health benefits
About NumFOCUS
NumFOCUS is a 501(c)(3) nonprofit organization that promotes open practices in research, data, and scientific computing by serving as a fiscal sponsor for open source projects and organizing community-driven educational programs. We are global in scope but operate out of our headquarters in Austin, TX.
More information on our mission and programs is available on our website: www.numfocus.org
Our Core Values are the guiding principles by which NumFOCUS makes decisions and defines our culture.
Inclusivity: Commitment to diversity and a welcoming, friendly community.
Transparency: Open access creates a collaborative community in which the best ideas can come forward.
Curiosity: Passion for learning and commitment to scientific inquiry.
Collaboration: The best ideas come from a diverse group of individuals working together.
We believe in the inherent worth and dignity of each person regardless of race, color, religion, sex (including gender identity and pregnancy), sexual orientation, parental status, national origin, age, or disability. Our goal is to create a more diverse scientific community and staff, so we encourage those with diverse backgrounds to apply.
Position Overview
The primary role of the Contracts Administrator is to facilitate the contract life cycle for our Sponsored Projects and grants. You will draw up contracts, track renewals and terminations, and oversee the contract process from start to finish. You will ensure accuracy of contract terms and conditions, facilitate contract negotiations, and maintain contract records. As a key member of the finance team, you will work closely with the Grants Manager to ensure that contracts are executed in accordance with grant terms and requirements.
You will work closely with our Sponsored Project leaders to ensure that their contracts are drawn up quickly and efficiently. You will guide them through the contract process and answer any questions they have along the way. Our projects will rely on you to coordinate with various stakeholders on their behalf to ensure contracts are in place to facilitate their work.
About You
You are a self-starter well versed in contract structure and language. This makes you able to easily translate complex legal concepts into plain language terms that anyone can understand. You are confident and comfortable working with attorneys, contractors, and other stakeholders to reach consensus on agreement terms. You treat others with patience, understanding, and respect—even in frustrating situations. You are a master at task prioritization in the midst of shifting circumstances; you never lose sight of what’s truly important and urgent, even when there are multiple tasks (or people!) competing for your attention.
You’re efficient to a fault. You follow established processes and procedures without fail and stick to a tight schedule so that nothing is ever late or lost in the shuffle. You are always on top of the details, even when (and because!) there are so many details to keep track of. You look for ways to improve things and turn chaos into repeatable and efficient processes and systems. You document your process and maintain records so that if you were abducted by space aliens, we would be very sad but still be able to continue operating. Your attention to detail is so good it’s scary. This lets you easily spot typos when looking at a contract and fix them before anyone else notices.
Responsibilities
Facilitate the contract life cycle
Coordinate contract negotiations and revisions as necessary
Ensure compliance with contract terms, conditions, and deadlines
Maintain accurate and up-to-date contract records and documentation
Respond to internal and external requests for contract-related information
Collaborate with stakeholders to address contract-related queries and concerns
Collaborate with the finance team to ensure accurate financial tracking and reporting for contracts
Work with the Grants Manager to monitor contract budgets and expenditures
Assist in the preparation of financial reports related to contracts
Identify areas for process improvement in contract administration
Work with the finance team to streamline workflows and enhance efficiency
Required Skills
Knowledge of contract management principles and practices. We will rely on you to carry out the entire contract life cycle.
Proficiency in contract negotiation and revision. You will be the key point of contact responsible for facilitating contract negotiations.
Familiarity with legal and regulatory requirements related to contracts. Your knowledge of contractual requirements will be crucial in ensuring that our contracts are accurate and compliant.
Outstanding interpersonal communications skills, both oral and written. You’re comfortable interacting with a wide variety of people on a daily basis. You can communicate clearly and effectively.
Exceptional attention to detail. We will rely on you to accurately enter and report on financial information.
Must be task-driven, reliable, and able to complete work on time. Your work is essential to the success of all our programs.
Required Education and Experience
Bachelor’s degree in business, law, finance, or related field plus minimum 2 years of experience in a similar role—or equivalent.
Preferred Qualifications (nice-to-have, not required)
Knowledge of 501(c)(3) nonprofit financial requirements and compliance
Experience with grant budgets and requirements
You’ll know you’re successful if…
Project leaders are happy: they are receiving prompt and accurate contract-related support. The volume of email questions is low because projects understand our contract process and can rely on us to stick to our established timelines.
Contract information is up-to-date, accurate, and easily accessible when members of staff or projects need it; there is never a delay when someone requests information.
Contract processes are organized and efficient. The contracts workflow runs like clockwork, and no one is ever wondering when a contract will be drawn up or executed.
Physical Demands
The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand, walk; use hands to finger, handle or feel; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds.
Application Instructions
Email your resume and a cover letter detailing your interest and relevant experience to hiring@numfocus.org with the subject line “Contracts Administrator”. This is a part-time, remote position. Applicants must be eligible to work in the United States and available to work between the hours of 9:00am to 5:00pm CST, final schedule to be determined.
$31.25 per hour
Seniority level
Mid-Senior level
Employment type
Part-time
Job function
Administrative
Industries
Non-profit Organizations
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