Senior Specialist, Budget Administration

Purpose:

• The Senior Specialist will provide operational and administrative support in the OCDO for the Federation Fundraising division.
• The Senior Specialist will ensure accurate and timely delivery of invoice processing and work in coordination with the Program team, and closely with the Manager and Senior Director on revenue/expense tracking and forecasting.
• The Senior Specialist will be responsible for managing the procurement process for a team with a high volume of contracts.

Engagement:

• The Senior Specialist will be responsible for significant accounting and administrative functions and will serve as the point of contact in OCDO for the Federation Fundraising division’s procurement/ contract needs, and accounting.
• The Senior Specialist will collaborate closely with Federation Fundraising colleagues with an internal customer service orientation
• The Senior Specialist will be a point of contact for the Finance team, and other PPFA departments, as needed, to support effective management of financial processes.
• The Senior Specialist will coordinate communication with program teams to ensure vendors have timely and accurate invoicing and payments.

Delivery:

• Serves as the primary liaison with the Federation Fundraising division for their contracts and financial tracking needs
• Supports contracting and procurement for the Federation Fundraising division, including, but not limited to vendor onboarding, partner intake, NDA signatories, regulatory reporting, and ongoing contract administration.
• Tracks contract workflows to proactively identify and resolve delays or errors in contracting. Also coordinates requisition receipt, purchase order processing, and procurement support as needed.
• Supports the Manager, Budget Administration to process procurement contract requests in a centralized manner, ensuring streamlined submission, approval, and tracking in alignment with PPFA procurement protocols and internal SOPs.
• Serves as the primary point of contact for the postage escrow account, working closely with Finance to ensure accurate accounting of funds.
• Communicates with internal stakeholders and external vendors to ensure efficient procurement operations and effective resolution of process-related issues.
• Performs additional projects and duties as assigned.

Knowledge, Skills and Abilities (KSAs):

• Bachelor’s degree with 3-5 years of related experience in administration within fundraising, advocacy, finance, procurement, or a comparable field.
• Demonstrated experience supporting procurement and financial administration in a complex organizational environment, including contract administration, invoice processing, and expense tracking.
• Experience with contract and administrative functions, with an emphasis on nonprofits and fundraising
• Better-than-average written and verbal communication skills are necessary to produce memos, presentations, procedural documentation, circulate agendas, etc.
• Understanding of data and reporting platforms (Salesforce, EveryAction), project management software (Asana), Finance System (Adaptive), Procurement Systems (Coupa)