Contracts & Planning Specialist

Position Classification:

Regular, part-time, hourly, non-exempt staff position. 

General Schedule:

Position typically works 20 per week.  Weekend work required on conference dates, some travel required

Position Overview:

Oversees contracts, procurement, participant registration, travel coordination, conference planning, budget tracking, and operational logistics. Manages vendor relationships, consultant agreements, hotel and meeting site arrangements, purchasing activities, and participant communications to ensure efficient project implementation. Monitors project timelines, supports fiscal accountability and compliance with institutional and federal requirements, and coordinates logistics for hybrid, virtual, and asynchronous training events. Serves as the designated operational lead in the absence of the Project Director.
Please note that this is a part-time, grant-funded position that is currently funded from October 1, 2026 to September 30, 2028. Grant-funded positions are not permanent but may be renewed if funds are renewed. 

Job Duties:

• May coordinate and/or facilitate training and development for employee groups.
• Gathers information and prepares reports, correspondence, and memorandums; researches and resolves issues.
• Prepares special or confidential reports and assists with special events, projects or surveys.
• Assumes responsibility for small projects and oversees such projects through to completion.
• Maintains files and appointment calendars.
• May be responsible for time cards in department.
• Assists with operating procedures, cost reductions, operating practices, record keeping systems, forms control, office layout, personnel and budgetary requirements, and performance reports.
• Internal Controls (i.e. time and efforts reports, pcard purchases, etc.)
• Administrative assistance (i.e. travel, requisitions, purchase orders, etc.)
• Quarterly Site Audit Prep & Review (such as compliance and assistance with the organization of documentation from already established procedures)
• Performs other duties as assigned.

Qualifications/Experience Required:

Bachelor’s degree in job related field or 5+ years of work experience or equivalent combination of education and experience. Requires work experience with leading, planning, including program development and innovation, program prioritization, and assessment. Appropriate professional accomplishments and credentials.  Must have a valid driver's license, a clean driving record,  and be able to operate a typical motor vehicle.

Knowledge/Skills/Abilities:

Responsible for purchases and invoices. Excellent telephone etiquette, communication (written and oral), organizational and public relations skills. Ability to work well with others. Ability to operate office equipment. Ability to multi-task and attention to detail. Demonstrate a warm and caring professional service-oriented attitude. Ability to maintain confidentiality. Ability to work well in stressful situations. Must be self-motivated. Ability to listen and synthesize directives. Good supervisory skills. Maintain relationships with partners/vendors/suppliers.

Physical Demands:

Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.