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Operations / Contracts Associate

Democratic National Committee

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Operations

Washington, DC, USA

Posted on Thursday, December 21, 2023

The Operations / Contracts Associate is an administrative position that reports to the Chief Operations Officer and works with the Operations Team to help execute the organization’s goals.

The Operations / Contracts Associate focuses their time supporting the day-to-day of the DNC’s contracts process and suggesting and improving systems to support the work of the organization. As part of the contracts team, the Operations / Contracts Associate will assist in the overall maintenance of the contracts process, collaborate with internal and external teams, follow up on contract requests, and ensure accurate record-keeping of contracts. Additionally, the Operations / Contracts Associate will work closely with the entire Operations Department, Building Facilities group, Accounting, IT, Convention Planning Team, and the Offices of the Chief Executive and DNC Chair to accomplish a wide range of organizational goals and initiatives.

Critical for success is an interest in the mission of the DNC, strong sense of personal initiative, respect for the sensitivity and confidentiality of information, and the ability to balance multiple tasks.

Responsibilities/Duties:

Serve as an active member of the contracts team and support the overall day-to-day function of the internal process including drafting contracts, confirm approvals needed, collaborate with external parties on an agreeable contract, and shepard contracts for execution;
Ensure accurate record-keeping of relevant contract documents;
Collaborate with the Chief Operating Officer, Deputy Chief Operating Officer, Chief Financial Officer, and relevant internal stakeholders to refine and improve the contract process;
Serves as a liaison between our internal departments, legal, external vendors and consultants, and other stakeholders to execute contracts;
Collaborate with the Operations team, HR department, and IT to facilitate onboardings for incoming contractors;
Assist the organization’s Accounting team in reconciling invoices with contract documentation as requested and gather relevant accounting documents for new vendors;
Assist in-house counsel with answering contract questions and engagement letters with external firms;
Assist with the Front Desk Operations for the DNC including answering calls as well as greeting staff and guests to the organization's space;
Respond to inquiries and contract questions from across the organization;
Assist in facilitating contract trainings for the organization;
Collaborate with departments to develop internal systems to keep teams organized;
Track contract expiration and renewals
Assist with special projects as instructed by the Chief Operating Officer, Deputy Chief Operating Officer, or Operations Director;
Other duties as assigned to support the department and the DNC's mission

Skills:

Enjoys a fast paced working environment and understands the sense of urgency;
Flexibility in shifting priorities on a day-to-day basis, as well as an hour-by-hour basis;
Meticulous attention to detail and clear communication style;
Advocate for following tried and tested processes;
Collaborative spirit to develop buy-in on processes from key stakeholders when needed;
Self-motivator with a proactive approach to traditional and unexpected assignments;
Excellent written and verbal communication skills; thoroughness, and timeliness;
Proven ability to organize and manage multiple priorities and deadlines.
Excellent analytical aptitude and a passion for improving organizational processes.
Demonstrated ability to handle confidential information appropriately.
Strong interpersonal skills with the ability to work effectively with employees at all levels.
Operates as a team player with the mindset that it is important to offer help to team members on pressing priority projects.
Flexibility and recognition that winning campaigns often means working outside of traditional office hours.
Works well under pressure.
Other duties as assigned to support the department and the DNC's mission

Qualifications:

A Bachelor’s degree or 4 years experience in an office environment
Prior contract management experience is preferred, but not required
Comfortable working across multiple software platforms

The Operations/Contracts Associate position will require travel, which could be up to 15% of the time. The starting salary for the Operations/Contracts Associate position is $51,000, on an annualized basis, commensurate with experience and qualifications. This is a full-time, non-exempt position, which means you will be eligible for overtime pay for hours worked in excess of 40 in a given workweek. This position is in the bargaining unit represented by SEIU Local-500.

Benefits:

The DNC offers a generous benefit package, including:

- More than 30 days of paid time off, including Federal holidays, open leave, and personal days;

- Health and dental insurance for employee and dependents;

- 90% paid by the DNC, 10% paid by employee;

- Supplementary vision plans available to employees for purchase;

- Up to a 5% employer match DNC 401(k) plan;

- Employee Assistance Program (EAP) available to DNC employees and their dependents at no cost to staff;

- Pre-tax Flexible spending account benefits available to employees and dependents.