Program Administrator 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.

PHI was distinguished as one of the top 50 “Best Non-Profit Organizations to Work For” by the Non-Profit Times in a national search.

Position Summary

FACES for the Future Coalition, a program of Public Health Institute, is a health career pathway program designed to work with underserved high school students interested in careers in health, public health, mental and behavioral health, and global health.  Originally founded in 2000 at Children’s Hospital and Research Center Oakland, the program has been replicated throughout California and has begun national expansion.  The Coalition’s work at Public Health Institute includes new program development, providing technical assistance for existing FACES programs, curriculum development and overall program evaluation.

The Program Administrator II serves a critical role in the fiscal health of the FACES for the Future Coalition.  This person works closely with the Director and Deputy Director, as well as other members of the leadership team and PHI’s Grants & Contracts Department to support the ongoing management of the program. The Program Administrator is responsible for establishing FACES’ operations budget and developing budgets for grant proposals in collaboration with FACES’ leadership; responsible for ongoing budget tracking and forecasting, for ensuring execution of grant agreements and vendor contracts, and serves as the primary program liaison to PHI’s Grants & Contracts, ORAA and Finance department, as well as contributing to the program’s strategic planning.  The successful candidate will be adept at juggling multiple budgets with varying grant project periods and funding allocations.

This is a regular part-time, 50% FTE position with a work schedule of 20 hours/week. This position is currently remote and is expected to remain a remote position for the foreseeable future.

This position is required to work at least half of their work hours during Pacific Time core business hours and must be able to participate in key meetings that occur during core business hours on Pacific Time zone, as required by the Program Director and Deputy Director.

Full salary range for this position: $75,732 to $109,873 per year based on 100% FTE. The typical hiring range for this position is from $37,866 (minimum) to $46,401.50 (midpoint), based on 50% FTE. The starting salary is determined based on the candidate’s knowledge, skills, experience, as well as budget availability.

Essential Duties & Responsibilities

Finance

• Manage grant spend downs, including tracking of expenditures, in compliance with award guidelines for an average of 10-12 grants at any point in time, with varying project periods.
• Develop and update budget forecasting to inform program hiring decisions and fund development strategies of leadership.
• Support FACES’ fund development by developing strategic budgets and accompanying budget justifications for grant applications.
• Establish and reconcile individual academic year, program-specific budgets for each FACES’ Program Coordinator to use in running their respective program. This includes providing an easy to use budget tracking template for Program Coordinators’ use.  To be developed in collaboration with FACES’ leadership and in alignment with available program-specific grant funding.
• Generate financial reports in a timely manner to meet grant reporting requirements.
• Serve as liaison with PHI Grants & Contracts and Finance departments to ensure accuracy of expenditures and reporting.
• Support FACES’ Summer Medical Academy (FMSA) and other revenue generating activities with incoming payment process, payment tracking and ensuring revenue posts accurately to FACES’ account at PHI.
• Provide FACES’ staff with budget codes for charging FTE in alignment with allowable expenditures for each funding sources. Update as needed based on revised forecasting, to ensure program’s burn rate for each grant is on track.

Grants and Contracts

• Lead contracting and procurement process with outside parties such as consultants, subcontractors, and program partners; and engage PHI Office of General Counsel when necessary.
• Track and monitor the flow of agreement processing with PHI ORAA department.
• Work with PHI Bid & Proposal department for execution of incoming award agreements.
• Oversee invoice process for FACES’ subawards after award execution.
• Track purchase order balances.
• Monitor grant report due dates to ensure timely completion of financial and narrative reporting requirements.
• Maintain award files.

Administrative and Program Support

• Work closely with Administrative Assistant IV on accuracy of monthly credit card reconciliation, invoice processing, and staff reimbursements.
• Support, as needed and in a reasonable capacity, FACES’ Summer Medical Academy (FSMA) and other special projects that may necessitate a full team effort.
• Attend FACES’ weekly team meeting, quarterly budget projection meetings, monthly grant portfolio review with PHI’s Grants & Contract’s Specialist, and other periodic and ad-hoc meetings, as directed by Director and/or Deputy Director.
• Perform other duties as assigned.

Minimum Qualifications

• 5 years of related work experience in administration, finance, and/or budgeting; preferably in a non-profit or public health environment.
• Bachelor’s degree is required, or you can substitute with four additional years of related experience.

Other Qualifications

• Contract administration and accounting experience.
• Strong organization and time management skills.
• Strong mathematical and analytical skills.
• Must be detail oriented and have the ability to maintain accuracy.
• Excellent skills in MS Office applications (Word, Excel, Outlook, and PowerPoint).
• Ability to function in a fast-paced environment, make simultaneous progress on multiple tasks, and meet deadlines.
• Strong written and oral communication skills.
• Effective interpersonal skills and commitment to customer service.
• Ability to work well with a diverse team.
• Ability to work at least half of work hours during Pacific Time core business hours and ability to participate in key meetings virtually as required.
• Must be able to pass the background checks required for this job.

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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