Proposal and Contract Coordinator

The Kansas Health Institute (KHI) is a nonprofit, nonpartisan educational organization based in Topeka, Kansas, established in 1995 with a multi-year grant from the Kansas Health Foundation. As a growing organization, we are committed to improving the health of all Kansans by providing nonpartisan information, convening crucial conversations and facilitating learning that leads to meaningful change.

Position Summary

We are actively seeking a highly qualified Proposal and Contract Coordinator to join our team to monitor and track our proposal submissions, project awards and provide administrative support in meeting our mission of improving the health of Kansans.

Key responsibilities include assisting the Director of Administration with maintaining proposal and contract records, tracking deadlines, renewals, and amendments, and coordinating with internal teams and external parties to ensure timely contract execution.

Responsibilities

• Tracking KHI’s internal proposal and project activities (Form C, P and PR) throughout the approval process, including budget preparation and staff allocations.
• Monitoring and reporting staff allocations for the monthly meeting with the CEO and Director of Administration.
• Compiling, analyzing, and maintaining accurate proposal and project data within Replicon and generating monthly reports for leadership.
• Tracking subcontract Invoices and ensuring timely payment.
• Drafting project-sponsored invoices for review by the Director of Administration.
• Collaborating with the Director of Administration to improve grant/contract processes and ensure compliance with internal and external policies.
• Supporting the Director of Business Strategy and Innovation by:
  • Tracking sponsored proposals, assisting in quarterly board report preparation and gathering KHI boilerplate information for proposal submission.
  • Assisting with pre- and post- award activities for federal, state and local funders including project budget preparation and staff allocations.
  • Supporting the creation of a library of proposals and keeping it updated.
• Coordinating scheduling and calendars, organizing meetings, managing phone calls, emails, and inquiries and performing general clerical tasks, such as filing, photocopying, and scanning.
• Preparing, proofreading, and editing documents such as reports, presentations, and correspondence, while maintaining accurate records, filing systems, and office supplies, and tracking budgets or expenses.
• Assisting with financial tasks, including invoicing and accounts payable/receivable, and generating regular reports for leadership.
• Supporting the HR & Accounting Specialist as requested, including creating and processing purchase requisitions through Signwell.
• Providing ongoing support to the Director of Administration.

Qualifications and Experience

Considered candidates must have a minimum of a bachelor’s degree with at least two years of experience performing similar duties. A minimum of five years prior experience performing similar duties in an office setting or non-profit organization may be substituted for the educational requirement. Considered candidates should have the following skills:

• Excellent interpersonal skills, discretion, judgment, organizational and planning ability and initiative to tackle new activities
• Mature in judgment with the ability to communicate with others diplomatically and tactfully both verbally and in writing
• Quick learner with demonstrated willingness to learn new approaches and applications
• High attention to detail, organized and manages time and tasks efficiently
• Ability to work independently, multi-task and meet multiple deadlines
• Ability to work with interruptions, prioritize work and anticipate needs
• Handling confidential information with care
• Proficient in Microsoft Office applications, with advanced skills in Word, Excel, and Outlook. Expertise in Excel is essential, including the use of pivot tables, formulas, VLOOKUP, and other advanced functions.
• Experience in tracking projects and expenses is strongly preferred.
• Experience with QuickBooks and Replicon software is preferred; however, training will be provided.

KHI’s Work Environment: Work is performed in a professional office environment in Topeka, Kansas, with occasional opportunities for remote work.  This position involves frequent contact (in-person and virtual) with staff and external partners and must consistently represent KHI in a professional manner. The position is in a high-energy, collaborative and fast-paced environment subject to interruptions. Ability to multi-task and prioritize tasks is required.

Compensation: Compensation will be commensurate with experience and qualifications. The anticipated hourly range at hiring for candidates meeting these qualifications is $27/hr. to $33/hr. KHI also provides excellent benefits, which include health insurance, retirement and other fringe benefits, paid parental and caregiver leave, an infant-at-work program, and resources for professional development.

To Apply: Please upload a cover letter and your resume within the form below no later than April 30, 2025. Candidates are strongly encouraged to apply prior to the submission deadline as applications will be reviewed on a rolling basis. Well-qualified candidates will be asked to submit references and to come to KHI for an in-person interview.  For questions, please email Nancy Ruf, Director of Administration, at nruf@khi.org.

The Kansas Health Institute is committed to creating a diverse environment and is proud to be an equal opportunity employer.