Contracts Coordinator

Start Date: 8/4/2025

Hours: Full Time

Positions Available: 1

Location: Hybrid; must be able to work in-person two days a week in NYC

Opportunity: CACF is seeking a full-time Contracts Coordinator to implement CACF’s government contracting processes and to support community-based organizations with funds for capacity building and the provision of culturally competent, language-accessible programs to the community. The Contracts Coordinator will provide technical assistance to both CACF staff and external partners, and serve as a subject matter expert in CACF’S both City and State contracting procedures, including (but not limited to) vetting, budget development, program expense claim preparation, payment reconciliation, and closeout. This position will report to CACF's Director of Grants & Contracts.

Organizational Background: Founded in 1986, the Coalition for Asian American Children and Families (CACF) is the nation’s only pan-Asian children and families’ advocacy organization that brings together community-based organizations as well as youth and parents to fight for equity for Asian American and Pacific Islander (AAPI) children and families. In addition to its work to improve the health and well-being of AAPI children in New York City, CACF works to transform the AAPI community by fostering collaboration, promoting community leadership, and building a collective voice.

Primary Responsibilities

The Contracts Coordinator ensures that CACF meets all relevant contract requirements, supports subcontracting activities, and maintains compliance across CACF’s State contracts. Candidates must be prepared to work closely with CACF member agencies and partners, City and/or State government agencies, community leaders, and elected or appointed officials.

The Contracts Coordinator will join a collaborative environment and work with other CACF staff to execute and implement its largest State government funded initiative. Responsibilities may include, but are not limited to:

• Supporting CACF awardee and subcontractor organizations through the subcontracting process from pre-award through closeout; this includes (but is not limited to):
  • Overseeing vetting procedures to ensure that awarded organizations are compliant with contractual requirements for contractors/subcontractors
  • Supporting organizations in budget development and through the reimbursement process
  • Reviewing subcontractors’ expense claim reports and supporting documents with care and urgency during the reporting periods to meet compliance with applicable agency rules for reimbursement approval
  • Maintaining consistent, empathetic communication with partners, ensuring that organizations are informed and supported through the reimbursement/payment process
  • Ensuring alignment between community programs and projects and government contracts, with a specific focus on program budget alignment
  • Supporting and, where applicable, leading virtual and in person awardee/subcontractor convenings
• Work collaboratively with the Grants Coordinator to ensure timely implementation of CACF’s AAPI Equity portfolio.
• Monitor and maintain updated paperwork, including various administrative documents to maintain compliance, program reports/forms (in collaboration with program staff), and other related documents connected with contracted programs.
• Provide technical assistance to subcontracted organizations, including helping sub-awardees understand contracting requirements, budget related concerns, program expense claim forms and processes, and complex contracting systems.
• Inform relevant staff from CACF and subcontracted organizations about upcoming deadlines and deliverables on a continuous basis to ensure smooth and total completion of work responsibilities.

Essential Skills and Abilities

• Demonstrated commitment to CACF’s mission, children’s rights, and social justice.
• Experience working with government contracts.
• Excellent organizational skills and expertise with spreadsheets.
• Financial management skills, including developing/monitoring budgets and financial reporting.
• Excellent project management skills with experience in managing and supervising administrative projects.
• Ability to prioritize work, meet deadlines, and produce quality results on time with a keen eye for detail.
• Good understanding of AAPI communities and non-profit organizations.
• Excellent oral and written communication skills; persuasive and collaborative communicator.
• Empathetic and supportive to both CACF staff and external partners; able to establish trust and collaboratively troubleshoot organizational challenges.
• Capacity to navigate complex, nuanced, and difficult situations with professionalism and care, with an understanding and good judgement of when and who should be included in communication to identify appropriate solutions.
• Ability to provide exceptional customer service.
• Ability to work collaboratively within a team and provide proactive support to staff.
• A multi-tasker with a strong ability to work under pressure.
• Proficient in using computers with related knowledge of (or the ability to quickly build capacity in) software programs and the Internet.
• Bachelor’s degree plus related experience in government contract administration/management is preferred. Extensive relevant professional experience will be considered.