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Program Administrator II

Posting Number: #1711

Position Title: Program Administrator II

Closing Date: Until Filled

Location: Sacramento, CA/Remote/Travel

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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 Program Administrator II will work for the Center for Wellness and Nutrition (CWN), a program of PHI. CWN’s vision is for a healthy world where wellness is achievable for all individuals, communities, and nations. Its mission is to build capacity and leadership in communities and institutions to make optimal health accessible for everyone. PHI CWN’s work falls within the four primary areas of training, education, research and evaluation, and advocacy; all of which use a health equity framework and culturally tailored approach to variously address the priority areas of increasing access to and consumption of healthier foods, with a focus on fruits and vegetables; decreasing consumption of unhealthy foods and beverages, increasing consumption of water; increasing physical activity, and preventing obesity and chronic diet related illnesses.

Under the general direction and oversight of the Director of Fiscal and Administrative Services (DFAS) for CWN, the Program Administrator II (PAII) provides operational and accounting support within the Fiscal and Administrative Unit (F & A Unit). The PAII develops budgets and justifications and compiles supportive documentation to support new proposals and contract extensions and publishes monthly financial reports to CWN leadership with guidance and counsel. Oversees the daily paying and reporting of expenses to track costs and forecast personnel time within their portfolio and is responsible for operational open accounts with external vendors and the program’s monthly credit card processes.

The position will supervise administrative staff as assigned, and function as a fiscal team lead when senior staff are away, providing guidance and counsel to CWN leadership and line staff to ensure fiscal, administrative, and operational transactions run smoothly within the unit and respective outside parties.

This is a regular full-time position with a working schedule of Monday-Friday, 8am to 5pm, Pacific Time.

This position is located in Sacramento, CA. It is a remote-hybrid position, meaning that the incumbent generally works remotely but for regular required visits to the Sacramento office and client premises in order to meet business needs. Candidates must be able to work on a hybrid model of remote and in office, and travel outside the Sacramento region when needed.

Full salary range for this position: $73,813 to $107,089 per year. The typical hiring range for this position is from $73,813 (minimum) to $90,451 (midpoint), based on 100% FTE. The starting salary is determined based on the candidate’s knowledge, skills, experience, as well as budget availability.

This position is contingent upon project award to PHI.

Essential Duties & Responsibilities

60%-70% Budgetary Oversight

  • Supports new project business by developing budgets, budget justifications, and related proposal documentation. Investigates, distills, and reports to program staff the findings in RFPs/RFAs/other to support and advise program staff.
  • Oversees a portfolio of grants and sub-agreements ensuring that projects operate within required budget and funding timelines, authorizing purchases and invoices, and performs account maintenance.

30%-20% Accountancy Coordination

  • Serves as CWN’s Open Accounts and Credit Card Coordinator or as designated, supervises junior personnel in ensuring the daily operations with outside vendors run smoothly and that billing is paid directly or through the CWN credit card. Reconciles and submits the credit card on time and reports out to the F & A Unit.

5% Fiscal and Administrative Services Departmental Improvement

  • Reviews/updates/creates CWN’s standard operating procedures (SOPs) to increase efficiency, accuracy, and organizational needs.
  •   Assists in the maintenance and development of CWN’s core fiscal tracking system of documents, e.g., CWN Primary Budget Templates, Time Charging Matrix, FFY Staffing and Budget Plan, fiscal forecasting, expense tracking and balance sheet, and related documents.
  • Serves as signature authority and back up to PI/Director, Deputy Director, Fiscal Director, and other classified Program Administrators/staff.
  • Develops, implements, and maintains fiscal and administrative systems, policies, and procedures to ensure smooth operations for CWN team and office.

5% Staff Supervision and Oversight

  • Oversees and manages, as assigned, 1-2 administrative staff by providing training, general guidance and counsel, administering routine one-on-one meetings, performs annual evaluations and promotions and mentors career development. Assigns work or the restructuring of assignments, as necessary. Liaison with program staff and direct reports as needed. Approves timesheets and ensures coverage for staff absences.

Performs other duties as assigned.

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 5 years’ experience in administration and fiscal management, drafting and monitoring grants and contracts budgets, and staff forecasting.
  • Bachelor’s degree, or substitute with four additional years of related experience.

Other Qualifications

  • At least 5 years’ direct accounts payable experience overseeing open accounts, billing, reconciliation, and coordinating outside vendor’s accounts for direct or corporate credit card payment including maintaining outside vendor relations. Must have command of General Accounting Principles (GAP) or Generally Accepted Accounting Principles (GAAP).
  • Successful grant/proposal writing experience regarding budgets and justifications.
  • Excellent organizational and administrative management skills.
  • Excellent problem-solving ability, analytical, and leadership skills.
  • Creative, resourceful, and independent.
  • Excellent written & oral communications and editing skills.
  • Ability to work independently.
  • Excellent people skills to support working relationships with individuals, professional groups and communities.
  • Experience in managing federal funds, specifically SNAP-Ed and other nutrition and obesity prevention programs, as well as state, foundation and private sector client funds.
  • Must have strong Microsoft Word skills in formatting reports.
  • Must have strong Microsoft Excel skills for editing established budgets and creating new spreadsheets.
  • Familiarity with online data sharing platforms (SharePoint, Zoom, Teams).

Preferred Qualifications

  • Knowledge of obesity prevention, nutrition education, and physical activity resources and interventions.
  • Some training/experience in Public Health, Nutrition, Social Work or a related field.
  • Master’s degree.

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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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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