What are the responsibilities and job description for the Contracts Assistant position at Family League of Baltimore?
Position Summary
The Contracts Assistant is primarily responsible for providing general administrative support to the Director of Grants and Contracts, the Senior Partnership Manager, and the Partnership Managers as it relates to Family League’s funded partnerships with community organizations and relationships with funders. The Contracts Assistant supports Family League procurement through Professional Service Agreements (PSAs). The Contracts Assistant communicates frequently and proactively with funded partners and directs inquiries to appropriate Grants and Contracts (G&C) team members. This position requires a person to fulfill job responsibilities in ways that positively support an equitable and inclusive environment for colleagues and funded partners.
Essential Functions
- Review and develop a thorough understanding of current Family League funded partnerships and initiatives.
- Gain knowledge of FUNDINGtrack (in-house grants management system) and perform tasks including, but not limited to, running the Daily Ad Hoc Report (DAHR), which tracks partner submissions.
- Assist in the preparation and submission of contractual documents for Director approval.
- Work collaboratively across Family League teams to support funded partner compliance and Family League compliance with funders.
- Provide administrative support to ensure funded partners’ inquiries are addressed including, but not limited to, the team’s shared Inbox.
- Support Family League funder relations including, but not limited to reporting.
- Assist in the tracking, maintaining, and submission of all pertinent information related to Local Hiring Reports. to the Mayor’s Office of Employment Development (MOED).
- Assist with scheduling of other meetings (annual formal site visits, quarterly partner meetings, etc.).
- Provide event planning assistance for the Annual Funded Partners meeting and other funded partner learning sessions, where applicable.
- Assist in the creation and maintenance of tracking systems for Requests for Proposals and Applications (RFPs and RFAs), Requests for Qualifications (RFQs), Professional Services Agreements (PSAs), amendments, and renewals.
- Perform data entry into various data collection systems; maintain confidential information in data system with accuracy and integrity; and maintain accurate and retrievable files electronically and in hard copy.
- Provide administrative support in the contract renewal, close-out and annual audit process.
- Assist in the communication coordination for funded partners, RFP announcements, and related materials.
- Communicate directly with funded partners and Family League staff regarding grants/contracts and reporting requirements, draft related correspondence.
- Assist in maintaining documentation for award compliance.
- Support with the development and management of the Grants and Contracts Team Calendar and Planner.
- Attend and participate in All-Staff Meetings, Team Meetings, and other required meetings.
- Perform other duties and special projects as assigned by the Director of Grants and Contracts.
EOE Statement Family League of Baltimore values a diverse workforce reflective of the community we serve. Family League of Baltimore is an Equal Opportunity Employer and does not discriminate based on race, color, national origin, sex, age, ethnicity, disability, sexual orientation, religious and/or political beliefs. We recruit, employ, retain, compensate, train, promote, discipline, terminate, and treat all employees and job applicants based solely on qualification, performance, and competence.