Grant Procurement & Contracts Planner

The Grant Procurement & Contracts Manager is responsible for coordinating procurement processes, managing contracts, overseeing vendor relationships, and facilitating technical assistance services associated with Region 3 grant-funded initiatives. This position ensures procurement and contracting activities are conducted in compliance with federal, state, and local regulations, including EDGAR procurement standards.

The Grant Procurement & Contracts Manager collaborates with Region 3 leadership, program staff, and participating school districts to plan and execute procurement activities, including Requests for Proposals (RFPs), Requests for Qualifications (RFQs), and other competitive purchasing processes. This role supports the successful implementation of grant programs by coordinating vendor services, monitoring contract performance, and ensuring alignment with grant objectives and compliance requirements.

This position requires a highly organized professional with strong project coordination skills, attention to detail, and the ability to manage multiple complex procurement and contract activities simultaneously.

Essential Duties and Responsibilities

• Coordinate procurement activities for grant-funded initiatives, including RFPs, RFQs, and competitive purchasing processes.
• Develop, manage, and maintain procurement documentation in accordance with federal, state, and regional procurement requirements.
• Assist with the development of scopes of work, vendor specifications, evaluation criteria, and procurement timelines.
• Coordinate procurement evaluation processes, including review committees, scoring processes, and vendor selection documentation.
• Develop and manage contracts with vendors and service providers to support grant initiatives.
• Monitor vendor performance and ensure contracted services align with grant deliverables, timelines, and compliance requirements.
• Coordinate technical assistance services provided through contracted vendors and ensure service delivery meets program objectives.
• Serve as a liaison between Region 3 staff, vendors, and school districts to ensure effective communication and project coordination.
• Maintain accurate procurement, contract, and vendor documentation for auditing and reporting purposes.
• Support grant program staff in tracking procurement timelines, vendor deliverables, and contract milestones.
• Assist with monitoring grant expenditures associated with vendor contracts and procurement activities.
• Provide technical assistance to Region 3 staff and participating districts related to procurement processes and contract management.
• Collaborate with Region 3 leadership to ensure procurement and contracting strategies support program implementation goals.
• Ensure procurement activities comply with EDGAR regulations, state purchasing requirements, and Region 3 policies.
• Prepare reports, documentation, and data summaries related to procurement and contract activities for leadership review.

Minimum Qualifications

• Bachelor’s Degree required
• Degree in Business Administration, Public Administration, Finance, Project Management, or related field preferred
• Five or more years of professional experience in procurement, contract management, grant administration, project management, or related operational roles
• Experience working with federally or state-funded grant programs preferred
• Experience with public sector procurement processes preferred

Preferred Qualifications

• Experience working in education, government, or nonprofit organizations
• Experience managing RFP or competitive procurement processes
• Experience with federal grant compliance requirements, including EDGAR
• Experience coordinating vendor services within grant-funded programs
• Project management experience

Knowledge, Skills, and Abilities

• Knowledge of procurement practices, including RFP, RFQ, and competitive purchasing processes.
• Understanding of federal grant compliance requirements, including EDGAR procurement standards.
• Ability to develop and manage vendor contracts and service agreements.
• Ability to monitor vendor performance and ensure contract compliance.
• Strong organizational and project coordination skills with the ability to manage multiple initiatives simultaneously.
• Ability to analyze procurement needs and support leadership in vendor selection processes.
• Understanding of basic financial procedures related to grant expenditures and contract payments.
• Proficiency in multiple software platforms, including Microsoft Office, Google Workspace, and project management systems.
• Strong written and verbal communication skills.
• Ability to collaborate effectively with internal staff, school district leaders, and external vendors.
• Ability to provide technical assistance and guidance related to procurement and contract management.
• Highly organized with strong attention to detail and the ability to maintain accurate records and documentation.
• Ability to analyze complex information, synthesize data, and support decision-making processes.
• Collaborative, results-oriented, and able to work effectively in a fast-paced environment.
• Demonstrates initiative, accountability, and a commitment to continuous improvement.
• Knowledge of and experience using video conferencing tools and multimedia equipment.

All positions at ESC 3 are defined as security-sensitive. Security-sensitive positions are those that require employees to be
entrusted with certain types of data, whether electronic or in paper form. Those data elements, as defined by the ESC 3 Data
Classification and Handling Policy may include, but not be limited to:

• Sensitive Personal Information (SPI)
• Personally Identifiable Information (PII)
• Protected Health Information (PHI)
• Family Educational Records (FERPA Data)
• Federal Tax Information (FTI)
• HIPAA (Health Insurance Portability and Accountability Act)

It is the employees on-going responsibility to safeguard this type of data and to report any instance of lost or stolen data.