Description
About the Organization
George Kaiser Family Foundation (GKFF®) is a Tulsa-based charitable organization dedicated to providing an equal opportunity for young children in Tulsa through support of early childhood education, community health, social services, and civic enhancement. The investment team manages GKFF’s $5+ billion globally diversified and growing investment portfolio. GKFF is a dynamic non-profit organization with a talented team of professionals who maintain an entrepreneurial culture as they encounter new projects, opportunities, and challenges every day.
Position Summary
We are seeking a Contracts Operations Coordinator who is organized, detail-oriented, and enjoys helping others. As the go to resource for our contract management platform, Ironclad, you will help colleagues across our program teams get started, find answers, and move their contracts forward with confidence. You will exercise sound judgment about when to escalate questions to the Director, Business Operations.
Contracts Operations Coordination:
Responds to user questions about Ironclad workflows, forms, and processes. Supports our program teams requests with patience and clear guidance. Asks thoughtful questions to understand each user’s needs, follows up to confirm issues are fully resolved, and escalates configuration concerns to the Contracts Manager as appropriate.
Identifies trends in user questions and feedback to inform process improvements and training collateral, supporting user confidence and system adoption
Coordinates new user onboarding for the contracts system, including SSO setup requests, introductory training scheduling, and account provisioning alongside the Director
Serves as point of contact for day-to-day contract process questions (workflow selection, insurance requirements, signer updates, intake form routing), escalating complex issues to the Director
Looks up and proactively communicates contract status to requesters; refers renewal and obligation review decisions to the Director
Reviews, verifies and maintains the integrity of contract metadata in the system, including archiving executed and historical contracts, validating contract details, creating vendor entities and linking contract families,
Tracks and processes W9 and certificate of insurance (COI) or exemption documentation, partnering with program teams to resolve missing or incorrect filings
Supports accounting on contract-related questions and completes ad hoc clean-up projects as assigned by the Director
Recommends and helps develop supplemental training materials that answer frequently asked user questions
Updates quick-reference guides, screenshots, and job aids for clarity and consistency, maintaining historical references in a structured process
Other duties as assigned
Skills and Qualifications
Associate’s degree is required; bachelor's degree preferred
Proven experience in contract management and administrative support, ideally using a contract management platform such as Ironclad
Strong customer service skills, with a patient, clear, plain-language communication style
Excellent organizational and time management skills, including prioritizing multiple requests
Proficiency in technology skills such as Microsoft 365, ASANA, and Slack
Ability to analyze complex information and make informed decisions
Ability to work collaboratively with team members to accomplish objectives
Attention to detail and a commitment to accuracy in contract data and records
Physical Requirements
Ability to sit in front of a computer monitor for multiple hours at a time
Ability to lift up to 25 lbs.
Ability to communicate verbally and in writing in a professional manner
Hours and Location
This is a full-time, in-person position based out of Tulsa, OK. The primary location will be at the Tulsa Community Foundation (7030 S. Yale Ave., Ste 600, Tulsa, OK 74136) offices.
A typical work week is Monday – Friday from 8:00 A.M. – 5:00 P.M. The work week will occasionally vary…