Grants and Contracts Specialist II

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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

The Grants and Contracts Specialist II is responsible for post-award management and monitoring for a complex assigned group of grants and contracts funded by federal, state, and other funding agencies with a heavy emphasis on transaction review, financial oversight, and providing support for budget development and management. Reporting to Grants and Contracts Management, the G&C Specialist II will develop detailed knowledge of the federal, state and/or other funding entities’ requirements for their assigned portfolio to interpret regulations for Principal Investigators/Program Directors and other program and PHI central staff, as needed. The incumbent will make moderately complex decisions independently and identify when closer collaboration is needed with other team members and management.

Provides outstanding customer service and serves as the single point of contact for project staff and funders on relevant areas and works in collaboration with other PHI departments.

Candidates who have served in the capacity as project accountants, financial analysts, grants & contracts managers, compliance officers, and/or project managers at universities, for-profit and/or non-profit organizations tend to be successful in this position.

This is a regular full-time, fully remote position.

Full salary range for this position: $66,843 to $96,905 per year. The typical hiring range for this position is from $66,843 (minimum) to $81,874 (midpoint), based on 100% FTE. The starting salary is determined based on the candidate’s knowledge, skills, experience, as well as budget availability

Essential Duties & Responsibilities

• Manages all phases of post-award grants and contracts administration, including monitoring award compliance, budgets, and reviewing and approving expenses.
• Serves as PHI Central’s lead point of contact with Principal Investigators/Program Directors, program administrative staff, and funders on matters relating to award compliance and financial administration through effective written and verbal communication with some guidance from supervisor on more complex issues.
• Supports a program portfolio of intermediate-level complexity that may include federal, state, county, and/or foundation funding sources. Portfolio is primarily comprised of domestic awards and may include some awards implemented internationally.
• Researches, identifies, and implements solutions to complex compliance, financial management, and operational problems. Some guidance from supervisor may be needed on more complex issues.
• Utilizes ERP database system (currently PeopleSoft) to set up activities and to generate, analyze, maintain, and monitor budgets with an intermediate level of complexity.
• Works independently to prepare and submit financial reports to funder. Supports program teams with preparation and/or review of budgets, forecasting, fund reconciliations, and ad-hoc reports for PHI staff and PI/PDs as needed. Performs intermediate-level data analysis as required.
• Reviews outside party agreements including subawards, sub-contracts, service agreements, and consultant agreements, and related amendments and supplements for award compliance.
• Plays a key supporting role to programs to coordinate and submit continuation applications.
• May lead departmental process improvement working groups, prepare or review/ provide comments on department policies and procedures, manuals, and guidelines, as requested.
• May provide occasional training and/or mentoring to other G&C team members and/or the program community, as requested.
• Performs other duties assigned as required by the needs of the department.

Minimum Qualifications

• Three (3) years of relevant experience that included financial analysis.
• Bachelor’s degree in public or business administration, finance, accounting, or other related field; or substitute with four additional years of related experience.

Other Qualifications

• Working knowledge of sponsored projects administration and some experience with grants, cooperative agreements, and/or sponsored contracts
• Knowledge of federal, state, and non-profit sponsor regulations, policies, requirements, and procedures
• Experience with Clinical Trials preferred
• Commitment to continuous quality improvement and customer service, ability to interact well with a wide range of customers and stakeholders
• Strong written and verbal communications skills, ability to communicate intermediate-level issues clearly and independently and willingness to accept guidance and feedback from supervisor to clearly articulate more complex issues
• Ability to travel occasionally when required
• Experience with leading working groups and/or delivering training desired
• Intermediate skills in computer applications including Microsoft Excel, Word, and Adobe Acrobat. Ability to work with a sophisticated database system (currently PeopleSoft) to maintain fiscal and administrative records
• Intermediate understanding of accounting, bookkeeping and/or financial analysis
• Flexibility and ability to work well under tight deadlines
• Strong analytical skills leading to ability to solve issues of intermediate complexity
• Demonstrated administrative abilities including attention to detail and organization
• Society of Research Administrators (SRA) financial certificate or Certified Research Administrator (CRA) credential preferred.

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.

PHI WORKFORCE MANDATORY COVID-19 VACCINATION POLICY

Per the PHI Workforce Mandatory COVID-19 Vaccination Policy, it is a condition of employment for all domestic based employees to be fully vaccinated for COVID-19, unless they are granted a reasonable accommodation under applicable law.

New hires need to provide proof of full vaccination prior to their start date or apply for an exemption/accommodation within three business days after their start date. Depending on the circumstances, new hires who do not comply with this Policy, or who cannot be reasonably accommodated, will either have their employment suspended or terminated. Candidates who are non-compliant will have their offers rescinded.

EEO Statement

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.

For further information regarding Equal Employment Opportunity, copy and paste the following URL into your web browser: http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf

ADA Statement:

The Public Health Institute is committed to providing access and reasonable accommodation in its services, programs, activities and employment for individuals with disabilities. To request disability accommodation in the application process, contact the Recruitment Team at least 48 hours in advance at Recruitment@phi.org.

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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.

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