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Program Administrator III

Posting Number: #174-21

Position Title: Program Administrator III

Closing Date: Until Filled

Location: Sacramento, CA

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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

Under the supervision of the Senior Director of Operations, the incumbent will provide budgeting, financial and general planning support to the Cancer Registry of Greater California (CRGC) PIs for the state CDPH grants and the federal SEER contract and other smaller grants or contracts that are acquired. The incumbent will play a key role in conducting continuous financial planning analyses for the CRGC, and supervising the administrative and finance staff. The incumbent will engage in business planning and modeling in conjunction with the Senior Director of Operations and program staff.

Essential Duties & Responsibilities

  • Develop and implement strategic financial planning, including long-term budgetary planning and costs management for CRGC.
  • Oversee the development of budgets, monitoring funding and expenditures against each budget, and audits financial records to ensure the accuracy of the data.
  • Develop tools, metrics, and reports to provide critical fiscal and operational information to CRGC Leadership and make actionable recommendations on both strategy and operations.
  • Review and assess on an ongoing basis CRGC internal financial/accounting controls; develop policies and procedures to codify best practices.
  • Provide leadership and direction regarding finance, budget, forecasting, and reporting to all CRGC  PIs.
  • Ensure procurement is in compliance with funder and PHI Central’s policies and procedures.
  • Manage PHI Sacramento office rent cost, including liaising with all Sacramento office programs to appropriately cost-share rent expense. Additionally, collaborate with PHI Central Senior Director of Operations on PHI Sacramento office space sharing and manage rent revenues.
  • Analyze close-outs of contract budgets/perform close-out tasks.
  • Review purchase orders, check requests and rent payments.
  • Review monthly financial statements.
  • Establish and evaluate all financial monitoring systems for invoicing and tracking revenues for CRGC fee-for-service contracts.
  • Provide staff supervision to Financial Analyst staff to ensure financial goals and objectives are completed on time and within budget.
  • Provide staff supervision to Administrative staff to ensure administrative tasks and responsibilities are completed in a timely manner.
  • Oversee and participate in the preparation and justification of budgets for funding applications for CRGC.
  • Manage the executing and monitoring of grants and contracts, and resolving grant and contract-related issues. Work with PHI Central personnel, including but not limited to Grants and Contracts Specialist and Accounting staff, to ensure timely completion, invoicing, and reimbursement of contract deliverables.
  • Establish, update, document and oversee PHI and CRGC operational procedures and policies to ensure fiscal and administrative operations meet and/or exceed expectations. Ensures proper internal controls are documented and practiced.
  • Manage onsite human resources for CRGC staff, including recruitment, interviewing and induction support; assuring adherence to personnel policies and supporting supervisors in the interpretation of such policies; assuring adherence to personnel procedures such as performance evaluations, merit salary adjustments and reporting; and maintaining updated and confidential personnel files and records.
  • Oversee office operations including purchasing, acquisition of equipment, space planning, development of office procedures, and communications.
  • Serve as a member of the CRGC management team, interface with the fiscal and administrative teams at the PHI Central office, and serve on a variety of internal and external workgroups.
  • Perform other duties as required.

Minimum Qualifications

  • Minimum seven years of related experience is required, of which five years progressive experience in financial management at an organization that receives sponsored projects from federal, state or philanthropic funders.
  • Extensive financial planning and business analytical skills.
  • Ability to work collaboratively.
  • Ability to create and manage a multi-year, multi-million dollar budget, including forecasts and use of real-time data.
  • Ability to work in an organization with an entrepreneurial culture that operates in a highly regulated environment.
  • Excellent oral and written communication skills.
  • Strategic thinking skills.
  • Ability to effect and manage change successfully.
  • Resourceful, self-starter who initiates continuous improvement.
  • Excellent customer support orientation.
  • Knowledge of generally accepted accounting principles and various computerized accounts payable systems.
  • Highly analytical and good math skills.
  • Highly intuitive with the ability to anticipate.
  • Demonstrates a high level of confidentiality.
  • Computer skills – Microsoft Word, Excel and Access.
  • Bachelor’s Degree in Accounting or Finance is required.

Desired Qualifications

  • ERP experience preferred, but not required.
  • MBA or CPA is preferred.

Important Information

  • This is a full-time position.

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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