Procurement & Contracts Operations Associate

About the Role

This is a full-time, temporary, limited-term assignment as part of a Fellowship Program, not to exceed three years. It is intended for individuals who have graduated with a bachelor's or master's degree from an accredited college or university within the last 12 months.

Key Responsibilities

Business Operational Support

• Provides administrative and operational support to Procurement & Contracts (P&C) staff and management.
• Prepares correspondence, forms, meeting materials, agendas, presentations, executive summaries, and follow-up documentation.
• Maintains and updates policies, procedures, job aids, training materials, and recurring reports.
• Supports program development and operational improvement through research, trend analysis, benchmarking, quality reviews, and tracking of procurement and contract requirements.
• Compiles information and coordinates responses to public information requests and inquiries.
• Coordinates meetings and tracks feedback, approvals, action items, and related records.
• Coordinates travel for the Division, including preparation of travel vouchers and reimbursements.

Technical Support

• Collects, validates, maintains, and analyzes data and performance metrics.
• Prepares recurring and ad hoc reports, dashboards, charts, and summaries.
• Maintains department systems and digital content, including PAVES, SharePoint, shared drives, and the metrics dashboard.
• Identifies outdated, duplicate, or disorganized content and supports cleanup and records maintenance.
• Documents processes and develops guidance and training materials for department technologies and systems.
• Provides technical and customer support to internal and external stakeholders.
• Collaborates with P&C staff on special projects.

Project Management Support

• Participates on division and agency-wide project teams.
• Supports project planning and execution by developing project plans, timelines, task lists, materials, and deliverables.
• Coordinates inputs and monitors deadlines.
• Tracks and communicates project status, risks, issues, decisions, and action items.
• Identifies project obstacles and recommends solutions.
• Facilitates meetings and discussions to maintain progress.
• Manages assigned deliverables from initiation through completion.

Fellowship Program

• Participates in trainings and projects related to the TRS Fellowship Program.
• Meets TRS Fellowship Program deadlines and goals.
• Performs related work as assigned.

Requirements & Tech Stack

Required Education

• Bachelor’s degree or Master's degree from an accredited college or university within the last 12 months.

Required Experience

• None

Preferred Qualifications

• Coursework in Business Administration, Finance, Data Analytics, or a related field.
• Experience conducting research, data collection, data analysis, reporting, or business process analysis.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
• Experience developing reports, dashboards, presentations, or analytical products.
• Experience creating visual materials using PowerPoint, Canva, or similar design tools.
• Working knowledge of formatting effective prompts for AI tools.
• Experience using data analysis and visualization tools such as Power BI, or similar platforms.

Knowledge of

• General office practices, administrative procedures, and business operations.
• Research, process improvement, quality review, and project coordination methods.
• Microsoft Office applications and AI productivity tools, such as Copilot.
• Data management, performance measurement, reporting, and visualization tools, including databases and Power BI or similar platforms.
• SharePoint and shared-drive practices for document organization, version control, and records maintenance.

Skill in

• Organizing and prioritizing multiple assignments, project tasks, deliverables, and deadlines.
• Collecting, validating, analyzing, and summarizing data from multiple sources.
• Conducting research, reviewing processes, identifying issues, and recommending solutions.
• Communicating information clearly and professionally through correspondence, reports, presentations, and verbal communication.
• Using Microsoft Office, SharePoint, data systems, dashboard tools, AI productivity tools, and visual design applications.
• Providing responsive customer and technical support.

Ability to

• Track and communicate project status, risks, decisions, approvals, and action items.
• Maintain accurate, organized, and current data, digital content, documents, and records.
• Develop clear, creative, and effective prompts for AI tools.
• Coordinate multiple tasks, projects, deliverables, and deadlines with attention to detail.
• Identify issues, exercise sound judgment, and escalate concerns appropriately.
• Work independently and collaboratively.