Contracts Operations Coordinator

Description

About the Organization

George Kaiser Family Foundation (GKFF®) is a Tulsa-based charitable organization dedicated to providing an equal opportunity for young children in Tulsa through support of early childhood education, community health, social services, and civic enhancement. The investment team manages GKFF’s $5+ billion globally diversified and growing investment portfolio. GKFF is a dynamic non-profit organization with a talented team of professionals who maintain an entrepreneurial culture as they encounter new projects, opportunities, and challenges every day. 

Position Summary

We are seeking a Contracts Operations Coordinator who is organized, detail-oriented, and enjoys helping others. As the go to resource for our contract management platform, Ironclad, you will help colleagues across our program teams get started, find answers, and move their contracts forward with confidence. You will exercise sound judgment about when to escalate questions to the Director, Business Operations. 

Contracts Operations Coordination:

• Responds to user questions about Ironclad workflows, forms, and processes. Supports our program teams requests with patience and clear guidance. Asks thoughtful questions to understand each user’s needs, follows up to confirm issues are fully resolved, and escalates configuration concerns to the Contracts Manager as appropriate. 
• Identifies trends in user questions and feedback to inform process improvements and training collateral, supporting user confidence and system adoption
• Coordinates new user onboarding for the contracts system, including SSO setup requests, introductory training scheduling, and account provisioning alongside the Director
• Serves as point of contact for day-to-day contract process questions (workflow selection, insurance requirements, signer updates, intake form routing), escalating complex issues to the Director
• Looks up and proactively communicates contract status to requesters; refers renewal and obligation review decisions to the Director
• Reviews, verifies and maintains the integrity of contract metadata in the system, including archiving executed and historical contracts, validating contract details, creating vendor entities and linking contract families, 
• Tracks and processes W9 and certificate of insurance (COI) or exemption documentation, partnering with program teams to resolve missing or incorrect filings
• Supports accounting on contract-related questions and completes ad hoc clean-up projects as assigned by the Director
• Recommends and helps develop supplemental training materials that answer frequently asked user questions
• Updates quick-reference guides, screenshots, and job aids for clarity and consistency, maintaining historical references in a structured process
• Other duties as assigned 

Skills and Qualifications

• Associate’s degree is required; bachelor's degree preferred 
• Proven experience in contract management and administrative support, ideally using a contract management platform such as Ironclad 
• Strong customer service skills, with a patient, clear, plain-language communication style 
• Excellent organizational and time management skills, including prioritizing multiple requests 
• Proficiency in technology skills such as Microsoft 365, ASANA, and Slack 
• Ability to analyze complex information and make informed decisions
• Ability to work collaboratively with team members to accomplish objectives
• Attention to detail and a commitment to accuracy in contract data and records 

Physical Requirements

• Ability to sit in front of a computer monitor for multiple hours at a time 
• Ability to lift up to 25 lbs. 
• Ability to communicate verbally and in writing in a professional manner 

Hours and Location

• This is a full-time, in-person position based out of Tulsa, OK. The primary location will be at the Tulsa Community Foundation (7030 S. Yale Ave., Ste 600, Tulsa, OK 74136) offices.
• A typical work week is Monday – Friday from 8:00 A.M. – 5:00 P.M. The work week will occasionally vary with advance notice depending on scheduled programming and other events; on occasion, it may require early start, late evening, or weekend hours.

Benefits and Compensation

As part of our overall compensation package, we offer work/life flexibility, comprehensive health benefits, paid time off, and generous retirement contributions designed to support you and your family. Details:

• 100% employer paid medical, dental, and long-term disability for full-time employees only. Option to add vision and dependents.
• 401(k) employee and employer contributions.
• Paid time off to support you while you are out of the office.
• Paid holidays so our employees can spend time with those they care about.
• Employer-paid AD&D life insurance, with employee option to add supplemental life insurance.