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Grants & Contracts Specialist III

Posting Number: #1269

Position Title: Grants & Contracts Specialist III

Closing Date: Until Filled

Location: Remote 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

The Grants and Contracts Specialist III is responsible for post-award management and monitoring for a highly 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 the Grants and Contracts Manager, the G&C Specialist III will possess detailed knowledge of the federal, state, and/or other funding entities’ requirements for their assigned portfolio to interpret regulations for principal investigators/project directors and other program and PHI central staff, as needed. The incumbent will make complex decisions independently and identify when closer collaboration is needed with other team members and/or 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 fully remote position. This position is contingent upon project award to PHI.

Pay: $77,939 to $96,566 per year. The typical hiring range for this position is $77,939 to $96,566 based on 100% FTE. The starting salary is determined based on the candidate’s knowledge, skills, and experience.

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 minimal guidance.
  • Supports a highly complex program portfolio that may include federal, state, county, and/or foundation funding sources and domestic and/or international awards.
  • Researches, identifies, and implements solutions to highly challenging compliance, financial management, and operational problems. Occasional 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 a high level of complexity. Identifies needs for additional queries and/or reports to better serve program and central staff needs. May work in partnership with IT, Finance, and G&C to develop and implement new queries and/or reports.
  • 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 advanced-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.
  • Identifies and explores opportunities for continuous quality improvement in departmental services.
  • Leads departmental process improvement working groups, prepares and/or reviews/ provides comments on department policies and procedures, manuals, and guidelines, as requested.
  • Provides training and/or mentoring to other G&C team members and/or the program community, as requested.
  • Other duties may be assigned as required by the needs of the department.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Minimum Qualifications

  • At least five (5) years of experience in sponsored projects administration or related area that included financial analysis and/or customer contact.
  • Demonstrated experience with leading working groups and/or delivering training or mentoring.
  • Must have the capacity and interest in supporting both domestic and international awards.
  • Ability to travel occasionally when required and safe to do so.
  • Bachelor’s degree in public or business administration, finance, accounting, or other related field; or substitute with four additional years of related experience.

Desired Qualifications

  • International experience is preferred.
  • In-depth knowledge of sponsored projects administration and advanced experience with grants, cooperative agreements, and/or sponsored contracts. Expert knowledge of federal, state, and non- profit sponsor regulations, policies, requirements, and procedures.
  • 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 highly complex issues clearly and independently and willingness to accept guidance and feedback from supervisor when needed.
  • Intermediate to advanced 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 to advanced 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 highly complex issues.
  • Demonstrated administrative abilities including attention to detail and organization.
  • Advanced degree or certification in public or business administration, accounting or research administration preferred.
  • Society of Research Administrators (SRA) financial certificate or Certified Research Administrator (CRA) credential desired.

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.

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.

Find out more about the benefits of working at PHI.

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