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Program Administrator II

Posting Number: #007-21

Position Title: Program Administrator II

Closing Date: Until Filled

Location: Remote

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Position Summary

Together Toward Health is a statewide initiative to stop the spread of COVID-19 and strengthen health and resilience in California’s most impacted communities. The Public Health Institute is coordinating Together Toward Health to connect with community-based organizations to expand community outreach and workforce development.

 

The Program Administrator will work in conjunction with Together Toward Health staff to support the distribution of grant funds to community based organizations (CBO’s).  The Program Administrator will draft grant agreements, track grant status, provide follow up assistance with CBO applications and monitor payments. The Program Administrator will also have responsibility for payments, invoices, office supplies, expense coding, meeting facilitation and communications.

Essential Duties & Responsibilities

Grants and Contracts

 Assist with operational implementation of grants.

  • Work collaboratively with Operations Director to draft, execute, track, and manage agreements with outside parties such as CBO’s, consultants, and program partners.
  • Provide status updates to TTH program staff and Director.
  • Process invoices, track payments and ensure timely payment of invoices.
  • Track reporting requirements for grantees and vendors.

Finance

Oversee processing and tracking of payments and expenditures.

  • Manage assigned components of program budget for outside agreements.
  • Assist with development of, and oversee, systems to process invoices, check requests, credit card reconciliations and other financial payments.
  • Develop and manage internal logs of payment requests and expense allocations and reconcile against financial reports from PHI’s PeopleSoft system.
  • Critically evaluate payment processing systems and determine necessary improvements.

Other Support Functions

Provide support to program team, as needed, through cross-training on some of the following functions.

  • Provide backup support to Administrative Coordinator.
  • Lead communication efforts with outside parties via website maintenance, newsletters and mass mailings.
  • Coordinates technical webinar/meeting components including hosting events, providing basic training to presenters and technical assistance to participants.

Minimum Qualifications

  • 5 years of experience in office and/or grant administration; preferably in a non-profit or public health setting.
  • Accounting experience including: Accounts payable/receivable and monthly reconciliation.
  • Ability to function in a fast-paced environment, make simultaneous progress on multiple tasks, and meet deadlines.
  • Computer skills including Microsoft Word, Excel, PowerPoint, and Mass Mail software required.
  • Ability to facilitate meetings, build consensus, and work collaboratively.
  • Strong written and oral communication skills.
  • Ability to make independent decisions following standard policies and procedures.
  • Ability to thrive in a team environment.
  • Bachelor’s degree or four years of additional equivalent experience required.

Desired Qualifications

  • PeopleSoft or similar software experience.  Adept at learning new software.
  • WordPress experience.

Important Information

  • This is a Full-Time Position.
  • This is a time-limited position that is funded through December 2021 with the possibility of being extended.

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.

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