Bids and Contracts Associate

Location: Tucson, AZ

Requisition #: vl-00002769

Duration: Full Time



Cambium Learning® Group is a leading educational solutions and services company that is committed to helping all students reach their full potential by providing evidence-based solutions and expert professional services to empower educators and raise the achievement levels of all students. The company is composed of five business units: Voyager Sopris Learning™, Learning A-Z, ExploreLearning®, Kurzweil Education™, and VKidz Holdings. Together, these business units provide best-in-class intervention and supplemental instructional materials; gold-standard professional development and school-improvement services; breakthrough technology solutions for online learning and professional support; valid and reliable assessments; and proven materials to support a positive and safe school environment.

The mission of the Bids and Contracts department is to open doors for sales through multiple sales channels related to RFPs, bids, state textbook adoptions, and contracts—ultimately to increase company revenue and expand market penetration of our products and services. This position is primarily responsible for participation in Key District Listing, Instructional Materials Adoptions, and Requests for Proposals—for all Learning A-Z products and services. Support for other department responsibilities and sales channels (e.g., RFQs, RFIs, Contract Renewals, Vendor Registrations, and Funding/Grants) may be requested as well.

Essential Job Functions

  1. Respond to Vendor Registrations, Catalog Bids, and Contract Requests
  2. Proposal Development Support and Production
    • Monitor district/state websites for RFP opportunities
    • Perform RFP opportunity analyses of RFP documents
    • In response to Request for Proposals the business has decided to submit, support the team’s proposal development managers with proposal document set up:
      • Set up proposal response document according to instruction and guidelines from the specifications in the RFP
      • Adhere to the team’s and business unit’s style guide when setting up
      • Pre-load boilerplate content into the format and structure required by the specifications
      • Develop and prepare physical shipment/aesthetic look/feel of submission
    • Support PDM in tactical steps and RFP project plans, ensuring all RFP specifications are addressed
    • Copy edit/review proposals in final stages
    • Ensure accurate delivery of proposals on time
    • Support maintenance of springboard assets to assist in faster, accurate preparation of higher numbers of RFPs (e.g., templates for products and services)
    • At times, writing and coordinating a full RFP may be required (write, publish, and ensure deadline delivery of RFPs, RFQs, and RFIs)
    • Maintain contract documentation for awarded proposals
    • Coordinate information gathering (FOIAs, rubrics, etc.) for awarded proposals not awarded proposals
  3. Key State and District Adoption and Listing Support and Production
    • Support proposal development managers in the development of submission materials for listings and adoptions
    • Support the ideation, presentation, and development of sampling configurations (physical, print, and blended options)
    • Ship and ensure on-time delivery to agency
    • Support product management and marketing teams with integrated awareness of sample requirements as they relate to both state and district adoption needs for the specific target review audience
    • Assemble and bind adoption documents
    • Support the project management of proposal development managers
    • Maintain master database of submissions, electronic files, records, delivery tracking, and notes
    • Close collaboration with proposal development manager, development/editorial, sales, marketing, and product management team to ensure multiple priorities are accomplished
    • Execute post-mortem award activities (contract maintenance, checklist of items accomplished, etc.)
    • Support New York City Vendor Portal submissions
  4. General Team Responsibilities
    • Maintenance and updating of SOPs
    • Support Coordinator roles and duties when Coordinator is not in office
    • State and industry trends monitoring as proactive information for company
    • Audit of subscriptions and services for targeted team and field support
    • Annual and quarterly maintenance and update of team master price list
    • Team metrics management may also be required

Required Qualifications

  • Excellent oral and written communication skills, strong organizational skills, a collaborative spirit, a proactive approach, and the ability to identify, meet, and work well under deadlines
  • Ability to effectively and professionally communicate with internal professionals (executives, managers, coordinators, sales executives, customer service representatives, production teams, etc.)
  • Ability to effectively and professionally communicate with external professionals (vendors, state departments of education, district procurement liaisons, etc.)
  • Effective time/project management, organization, follow-up, and problem solving skills (i.e., step-by-step project planning and clear delineation of tasks so that all stakeholders know clearly what is due, by when, and to whom)
  • Ability to work with a team and prioritize is critical
  • Ability to research and review a large amount of disparate information from a variety of sources, and then analyze and organize the information to determine and recommend an appropriate course of action
  • Individual responsibility and initiative to both come up to speed and stay up to speed to be proficient in the tasks required to perform the job
  • Ability to demonstrate the ability to seek, start, manage, and complete work, ensuring appropriate guidance, approvals, and communication about what has been accomplished
  • Proven direct experience managing multiple, concurrent projects simultaneously with high degree of quality and adherence to external requirements and internal project schedules
  • Expert ability with Web searching and researching
  • Microsoft Office (Excel, Word, PowerPoint, and Outlook) and Adobe Pro are necessary to complete day-to-day operations
  • Expertise in aesthetic appeal of all kinds of documents (from 1-page descriptions of products to the consistency and logic of a list of bid items on a spreadsheet)
  • Extremely detail oriented - would catch subtle differences in wording and/or numbers
  • Ability to focus on both fulfilling requirements (per specifications) while considering aesthetic appeal and intelligibility to the customer receiving the submission (marketing and editing skills)
  • Proactive foresight of potential negative ramifications pertaining to the way in which a bid is constructed and proactive problem solving to ensure risks are mitigated
  • The ability to turn insights into action
  • Proposal writing experience (approach, content, design, and publishing finished proposal) or general writing and editing experience desired

Preferred Skills and Abilities

  • Bachelor’s degree or higher
  • Familiarity with K-12 products and services
  • Experience with Microsoft Office, Salesforce, Google Suite
  • Awareness of state and district level adoptions

To apply for this opportunity, simply click on the “Apply Now” button and submit a cover letter and resume, or email your resume and cover letter to Feel free to include link to online portfolio, if applicable. Please include the job title and requisition number in the subject line of the email.

EOE including Disabled and Vets. VEVRAA Federal Contractor.