Job Description

XQ Institute is the nation's leading organization dedicated to rethinking the high school experience so that every student graduates ready to succeed in life. We work in communities nationwide, with individual schools and entire school systems, to help them dream big about what high school could be, turn their innovative ideas into action, and create more rigorous and equitable schools.

The Opportunity 

The Contracts Manager will report to the Legal Operations Director. This key role will be responsible for managing the entire lifecycle of contracts, from reviewing and verifying contract requests, negotiation and drafting, preparing executive summaries, managing legal records, and monitoring to ensure compliance. The role will also optimize and update documentation and training on the contract process at XQ, and ensure smooth and efficient contracting. 

This position requires strong proficiency in project management, process improvement, technical legal platform aptitude, a detail-oriented professional, a flexible and solutions-oriented mindset, and experience supporting legal and/or non profit organizations. 

Requirements

Key Responsibilities

Contract Administration

• Oversee end to end contract administration: ensuring matters are entered accurately into Ironclad. Shepherd new contract requests and renewals, which includes verifying contract inputs, compiling relevant programmatic exhibits, working closely with vendors to verify accuracy of contract documents, and processing signature collection.
• Review, redline, and draft various third-party commercial agreements (e.g., consulting agreements, SOWs, venue/hotel, event, SAAS, NDAs).
• Monitor, review, and proactively support XQ team members with upcoming contract renewals and contract terminations.
• Manage contract archival and executed document storage, ensuring quick retrieval of documents for XQ’s Legal and Finance teams, and for other XQ team members. 
• Serve as the primary point of contact on questions related to contract process status and Ironclad.
• Identify, recommend and implement, with the Legal Operations Director, improvements to contract processes and legal system workflows.

Legal Processes 

• Support organizational leadership by preparing weekly contract packets for signing moments, coordinating meetings, and task-tracking & ensuring completion.
• Support Legal Operations Director (LOD) with managing organization’s Salesforce grants management database and updating Google Drive grant records.
• Support CLO and LOD with special projects, as needed.
• Support and co-drive legal training initiatives including co-leading training sessions on updated contracting processes. Additionally, providing individual trainings on key contracting tracking tools and supporting LOD in optimizing Ironclad for easier end-user navigation.

Records Management

• Oversee the organization and maintenance of all contracts and contract correspondences; including standardization of naming conventions, consistent folder filing system, and tagging all related contract records (e.g., amendments and email extensions) to vendor’s precedent agreement.
• Ensure contract records are populated with all necessary meta-data before archiving, and updating metadata as agreements are extended or amended.
• Ensure Ironclad and BOX – systems of record – are optimized for maximum efficiency for internal end users.
• Respond promptly to all requests for contract records from both internal and external stakeholders.
• Support XQ Finance with W-9 collection and vendor verifications in contract flow.

Platform Management

• Make continual updates to Ironclad workflows with an eye towards efficiency.
• Support LOD in making workflow updates to other key departmental software systems including DocuSign, Google Drive, and Salesforce. 

Qualifications 

• 4+ years of experience with legal contracts management, legal operations, or legal project/case management 
• Prior experience with Ironclad, DocuSign, Salesforce, Microsoft Office & Google Suite highly desired.
• Agile, accurate, resourceful, responsive 
• Great project management skills 
• Detail oriented, curious and analytical thinker 
• Strong administrative organization skills
• Familiarity with legal agreements, commercial vendor contracts, and/or grant agreements . 
• Clear, concise communication, presentation, and collaboration skills 
• Self-motivated with the ability to set long-term and day-to-day priorities and manage multiple competing tasks in an effective and efficient manner 
• Comfortable working with flexibility in an agile customer-service-oriented environment 
• Discreet and familiar with navigating legally sensitive or confidential matters 
• Paralegal experience a plus

Benefits

Compensation  

This is a full-time, exempt role with a competitive salary, commensurate with experience. XQ Institute offers a generous benefits package, including health coverage, retirement plans, and paid time off.

Compensation range: $140 - 155K

Location

XQ is based in Oakland, CA with offices in Washington DC, LA, and New York. This role will be based in Oakland, CA onsite 5 days per week.

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