Contract Administrator

The Contract Administrator is responsible for the development, negotiation, and evaluation of business contracts on behalf of the North Carolina Museum of Art Foundation, Inc. This position reports to the Business Office Director (BOD) and works in tandem with organization staff, consultants, and vendors. This position demonstrates a strong attention to detail along with the ability to discover potential risks. This position analyzes contracts and purchases from the lens of cost effectiveness while ensuring compliance with the law. This position is full-time, exempt, and benefits-eligible.

The Contract Administrator has the ability to cultivate and maintain excellent working relationships with both internal and external stakeholders. Major responsibilities include ensuring that all contracts abide by local, state and federal laws and are compliant with Foundation and Museum policies and procedures; liaising with State staff on shared agreements; providing payment processing oversight to ensure contract compliance; acting as lead on reviewing and updating Foundation financial policies and procedures.

Duties and Responsibilities

• Support team members in the development and creation of contract proposals, service agreements, and purchase contracts to support organizational goals.
• Maintain standard templates for new contracts. Review and update existing contract templates.
• Negotiate contract terms with internal and external stakeholders.
• Review contract requests and ensure they comply with NCMA Foundation contracting standards.
• Analyze potential risks involved with specific contract terms and seek outside legal counsel where necessary.
• Explain terms and conditions to senior management, managers, and internal stakeholders as necessary.
• Ensure all deadlines and conditions described on contracts are met.
• Write, edit, and maintain policies and procedures surrounding purchasing, contracts, and reimbursement to ensure proper internal controls are maintained.
• Ensure that staff understand and comply with contracts as well as the policies and procedures of the organization.
• Stay up-to-date with legislative changes and coordinate with legal counsel as needed.
• Provide approval on weekly AP payments to ensure accuracy of coding, proper documentation, and timely payment to vendors through the Bill.com system.
• Ensure that all records are accurate and up to date, including W-9s.
• Provide supervisory oversight to Staff Accountant responsible for the accounts payable process.
• Maintain organized system of physical and digital records, including electronic list of vendor agreements.
• Assist BOD and Chief Financial Officer (CFO) in the request for proposal (RFP) process for partnership in banking, investment, and audit arenas.
• All other duties as assigned.

• Bachelor’s degree in business administration, finance, accounting, or paralegal studies required. JD preferred.
• 3 years of experience with contract administration role or related field required, preferably in mid- to large-scale nonprofits.
• Knowledge of contract law, accounting principles, and finance.
• Strong negotiation and mediation skills.
• Excellent written and verbal communication skills.
• Superior attention to detail in order to spot inconsistencies in contracts and accounts payable.
• Excellent analytical-thinking skills and problem-solving abilities.
• Strong organizational and time-management abilities.
• Ability to work within deadlines and in a collaborative team environment.
• Experience using computer applications, including MS Office and accounting and payable software, is necessary.
• Previous professional experience in an art museum or other cultural and/or educational or nonprofit organization is a plus.

Compensation and Benefits

The NCMA Foundation provides a competitive compensation commensurate with experience, coupled with a robust package of benefits, generous paid vacation, and an employer match retirement savings plan.