Public Health Institute Hiring for Program Administrator III at Remote Full Time

Full Job Description
Posting Number: #1083
Position Title: Program Administrator III
Closing Date: Until Filled
Location: Remote position in California

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The Public Health Institute (PHI) is an independent, nonprofit organization dedicated to promoting health, well-being, and quality of life for people throughout California, across the nation and around the world. As one of the largest and most comprehensive public health organizations in the nation, we are at the forefront of research and innovations to improve the efficacy of public health statewide, nationally, and internationally.

Position Summary

This position supports the essential financial, operational, and administrative functions of PHI’s new award for the Building a Sustainable Workforce for Screening, Responding to and Preventing ACEs and Toxic Stress Project. This new award will be a project within the portfolio of PHI’s Population Health Innovation Lab (PHIL). This is a new position in the PHIL program to support a California Department of Healthcare Services (DHCS) funded award in partnership with the University of California Los Angeles and the University of California San Francisco and the University of California Aces Aware Network (UCAAN). The project will have an anticipated $20 million of funding over a 20-month period. It is anticipated that approximately 30-40 sub-awards will be issued as part of this award to partnerships between (1) a Medi-Cal frontline primary care organization; (2) a managed Medi-Cal health plan; and (3) one or more community-based organizations. Sub-award management will be a primary function of this position. The position manages the physical or virtual office, prepares proposal budgets and financial progress reports, contributes to the hiring of relevant fiscal support staff, maintains publication lists, tracks, maintains, and forecasts budgets and acts as a liaison between subcontractors, grantees, service providers, collaborators, PHI Central office, vendors, and other agencies as necessary. The position will work with program staff to track award deliverables and ensure the completion of all deliverables within budget. Depending on funding, this position supervises between 1-2 staff members.

Essential Duties & Responsibilities

Work with subrecipients, outside collaborators, funding agencies, consultants, vendors:

Sub-award management will be a primary function of this position.
Provide support to subrecipients, as needed, to develop budgets, and complete compliance paperwork required to receive federal funding (e.g., DUNs number, SAMS registration, pre award risk assessment, etc.).
In close coordination with program managers, review work scopes for sub-agreements for compliance with prime award objectives and against provided budgets for cost realism and compliance with federal rules and regulations.
Act as liaison between collaborators, PHI central, funding agencies.
Facilitate sub-award amendments, progress reports, carryover requests, payments.
Support, oversee and manage the grants process for the project (including grantee RFP distribution, evaluation, award, and award implementation) in collaboration with the program director or designee.
Budgeting & Finance:
In coordination with program staff, forecast spending to adequately allocate resources.
Track program budget that includes grants and contract budgets from multiple sources ranging from $200,000 to $20M annually.
Adapt standardized spreadsheets and forecasting tools to PHIL program needs.
Allocate expenses, process, and approve all expenditures.
Develop proposal budgets and justifications.
Interact with PHI Central:
Work with the PHI Central Grants & Contracts department daily to ensure compliance and timely processing of paperwork.
Work with PHI Central Office of Research and Award Administration on higher-level compliance issues relating to Sub-awards and other outside party agreements.
Work with outside vendors/Negotiate agreements:
Interact with numerous vendors ordering supplies, getting quotes, answering questions resolving problems.
Work with IT service provider on issues related to service, hardware, software updates and the daily maintenance of program IT systems.
In coordination with B&P and ORAA, assist in contract preparations and negotiations for incoming funding and outside party agreements/ sub-awards.
Negotiate vendor agreements.
Prepare reports:
Track due dates for award deliverables, prepare financial sections for reports and deliverables, combine, and finalize program reports with inputs from other members of the team and in compliance with individual funder requirements.
Prepare funder requests for approval, carryover requests, etc.

Contribute to PHI PHIL Human Resource Processes

Support efforts to post job openings Contribute to screening of applicants
Participate in interviews
Support the preparation of PHI hiring documents
Support the annual review process and merit increase paperwork, as applicable
Strategic planning:
Track sub-award RFP ideas and maintain a database of sub awardee contacts information.
Initiate meetings with sub-awards to review RFP requirements
Update Bid & Proposal team on upcoming submittals
Administrative Management:
Track all requests from outside collaborators
Answer emails
Respond to requests from staff on procedures, contract questions, etc.
Facilitate and attend meetings
Maintain program files
Minimum Qualifications:
To perform this job successfully, an individual should be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

At least 7 years of experience with non-profit accounting and grants management required.
Demonstrated proficiency with CFR 200 regulations
Fluency in Microsoft Office and G-Suite applications (DRIVE, TEAMS, SHAREPOINT, EXCEL, WORD, POWERPOINT), experience with PeopleSoft a plus.
Must have experience with grants management, competitive grants procurement processes, and experience working with subrecipients, especially with federal/state funding and their rules and regulations.
Must be able to develop and track budgets and project spending.
Must have prior experience with project start-up.
Must understand basic accounting principles and an ability to understand complicated contracts and sub-agreements.
Requires the ability to exercise independent judgment and be able to operate effectively in a variety of non-routine assignments.
Requires the ability to develop new policies and procedures, protocols, agreements, etc.
This position requires excellent communication skills both written and verbal.
Ability to work independently as well as within a group.
Ability to take the initiative to get things done, be highly organized and can multi-task.
Supervisory experience preferred.
Education

Bachelor’s Degree in finance, accounting, business, nonprofit management or related, or additional 4 years of relevant professional experience.

FAIR LABOR STANDARDS ACT (FLSA) STATUS

This position is classified as exempt based on the job duties. However, based on the FTE, salary level of the employee, or federal/state/local laws, the employee may be classified as nonexempt.

The Public Health Institute is committed to a policy that provides equal employment opportunities to all employees and applicants for employment without regard to race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and to make all employment decisions so as to further this principle of equal employment opportunity. To this end, the PHI will not discriminate against any employee or applicant for employment because of race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and will take affirmative action to ensure that applicants are offered employment and employees are treated during employment without regard to these characteristics.

To apply for any position, you must create an account on the Public Health Institute’s job application site. After creating your account, you may search the open positions and apply for the specific position that interests you. Please note, mailed and emailed applications will not be accepted.

We’re so pleased the Public Health Institute is an organization you would like to work with. Do you have questions about this opportunity? If so, email our recruitment team at Recruitment@phi.org.