Program Administrator II
Posting Number: #1953
Position Title: Program Administrator II
Closing Date: December 8, 2024
Location: Remote, USA
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
The Program Administrator II serves a critical role in the fiscal health of the AC Care Alliance (ACCA). This person works closely with the Director and Program Manager, as well as other members of the leadership team and the Public Health Institute (PHI’s) Grants & Contracts Department to support the ongoing management of the program. The Program Administrator is responsible for ACCA’s budget development, management and forecasting, for oversight of ACCA’s grant agreements and vendor contracts, and serves as the program liaison to PHI’s Central Administration departments and contributes to the program’s strategic planning. The successful candidate will be adept at juggling multiple budgets with varying grant project periods and funding allocations.
The ACCA’s Advanced Illness Care Program™ (ACCA-AICP) is a community-based, person-centered, care navigation intervention serving individuals with advanced illness and their caregivers in partnership with health, faith, and community organizations. Founded in the African American faith community, it is free of charge and respects the needs and wishes of the participant, whatever their culture and faith. Care Navigators are trained members of the community who walk alongside participants providing trusted referrals, resources, and specially designed tools to empower them to achieve their identified goals. The intervention is holistic in its approach by focusing on participant needs within our Five Cornerstones: spiritual, health (physical and emotional), social, advance care planning, and caregiving.
The ACCA extends capacity for advanced illness care beyond the traditional health delivery system, bridging the gap between health delivery systems, community organizations, and faith-based communities.
This is a temporary, part-time, 50% FTE (20 hours/week), remote position that is expected to start on December 16, 2024 and end on March 3, 2025. Candidates located in time zones other than Pacific Time will be expected to work on Pacific Time to align with ACCA leadership availability for key meetings.
Full salary range for this position: $77,625 to $112,620 per year based on 100% FTE. The typical hiring range for this position is from $38,812.50 (minimum) to $47,561.50 (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 ACCA 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 ACCA’s fund development by developing strategic budgets and accompanying budget justifications for grant applications.
- Process invoices and track payments to ensure timely processing of invoices.
- Reconcile credit card statement and maintain supporting documentation.
- Generate financial reports in a timely manner to meet grant reporting requirements.
- Serve as liaison with PHI G&C and Finance departments to ensure accuracy of expenditures and reporting.
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.
- Serve as liaison with PHI Bid & Proposal department for incoming award agreements.
- Oversee invoice process after award execution.
- Track purchase order balances.
- Monitor grant report due dates to ensure timely completion of reporting requirements and deliverables.
- Maintain award files.
Administrative
- Primary point of contact with PHI Human Resources for all recruitment and hiring processes, and submission of Personnel Action Forms (PAF’s)) for program staff.
- Assist with timesheet management, as applicable.
- Oversee ACCA’s new employee onboarding process including ensuring completion of required PHI and ACCA compliance trainings.
- Participate in strategic planning with program management.
- Supervise staff as needed.
- Participate in ACCA administrative meetings, ACCA All Team meetings, PHI Finance Administration Network meetings, and other meetings as applicable and in alignment with schedule availability.
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, or 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.
- 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 and maintain working Pacific Time business hours.
- Understanding and appreciation of faith community culture, traditions, and beliefs.
- Must be able to pass 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.
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.