Research 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.

 Summary

The Berkeley Media Studies Group (BMSG), a program of the Public Health Institute, is committed to helping public health professionals and community advocates engage the news media strategically to advance healthy public policies. The Research Program Administrator II plays a crucial role in the success of BMSG by overseeing the management of grants and contracts for multiple projects for the organization. Reporting to the Research Program Director, the Research Program Administrator supports program operations, development functions and proposal submissions, financial and grants and contracts management.

BMSG is primarily a virtual office but maintains an office hub in downtown Berkeley.  This is a fully remote regular full-time position.

Full salary range for this position: $80,043 to $118,302 per year. The typical hiring range for this position is from $80,043 (minimum) to $99,173 (midpoint), based on 100% FTE. The starting salary is determined based on the candidate’s knowledge, skills, experience, as well as budget availability.

Essential Duties & Responsibilities

Financial Management                                                                                                           70%

Program financial planning and management:

• Create annual budget, support PI/PD’s development planning and tracking, and program financial projections.
• Design, implement, and maintain financial management systems and procedures to ensure internal controls are in place and BMSG maintains compliance with PHI financial management guidelines.
• Calculate projections for staff salaries across multiple activity codes and review staff timesheets for payroll.

Development / pre-award:

• Ensure all budget templates and formulas are accurate: account for all personnel and non-personnel common costs to ensure budgets, billing rates, and fee-for-service deliverable rates are accurate.
• Develop budgets and budget justifications for proposal submissions and Inter-Program Agreements, BMSG scopes of work, and fee-for-service projects.
• Generate PHI/BMSG initiated contracts for B&P review, support client communication, agreement revisions, and final agreement execution.
• Participate in review of new grant agreements and contracts, and support contract negotiation to ensure SOW/activities are accurate and terms are agreeable to BMSG (intellectual property and invoicing and payment terms).
• Primary liaison with PHI Bid and Proposal Department for BMSG development support.

Grants and contracts management / post-award:

• Manage and monitor multiple grant and contract budgets, track expenditures, and ensure financial compliance; coordinate reports submission with program staff, prepare financial reports for PI/PD and G&C Specialist review.
• Respond to BMSG Principal Investigators and project leads with current budget and cost center information as requested.
• Manage BMSG Fee for Service account(s) – maintain system for management and coordination of new agreements, budget maintenance, invoicing, and revenue tracking.
• Prepare budget revisions and amendments for funders and for internal purposes.
• Generate BMSG initiated invoices and submit to PHI G&C Specialist/Accounts Receivable and Billing Department and submit to clients.
• Process all BMSG accounts payable invoices in coordination with BMSG’s G&C Specialist and Accounts Payable.
• Prepare and submit credit card reconciliations for Director ensuring all documentation is submitted as required.
• Primary liaison with PHI Central Grants and Contract Specialist on contract and accounting issues.

Agreements and Vendor Accounts:

• Oversee vendor accounts, contract negotiations, and maintenance contracts.
• Request BMSG outside party agreements (vendor and consultant contracts and subcontracts) through PHI’s Office of Research and Agreement Administration.
• Track BMSG vendor expenses, payments, and invoice processing.

Operations Management                                                                                                                     30 %

Administration and Program Support

• Support BMSG virtual office functioning: order equipment and support staff home office technical needs and manage BMSG’s hub office in downtown Berkeley.
• Provide logistical support for BMSG trainings and events, and coordinate materials for trainings/conference attendance as needed.
• Support program staff travel by booking flights and hotel accommodation. Maintain all documentation for billing and/or credit card reconciliation.
• Process travel advances, travel reimbursements, check requests for staff, partners, or participants.
• Support staff project management platforms – maintain data in sharable formats to support organizational project management (Monday.com/smartsheet).
• Primary liaison with BMSG IT provider.
• Attend staff and additional team meetings.

Human Resources          

• Support Director and BMSG supervisors with recruitment processes and paperwork for hiring new staff.
• Support BMSG supervisors with submission of HR requests and paperwork to PHI (i.e., annual performance reviews, telecommute agreements, work location changes, FTE adjustments, leave requests and terminations).

Perform other duties as assigned.

Minimum Qualifications

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

Other Qualifications

• Must have command of General Accounting Principles (GAP) or Generally Accepted Accounting Principles (GAAP).
• Successful grant/proposal writing experience regarding budgets and justifications.
• Experience in managing foundation and private sector client funds.
• Experience using PeopleSoft platform for financial and HR management strongly preferred.
• Knowledge and experience working with the Public Health Institute’s internal systems and departments preferred but not required.
• Ability to interpret and analyze complex financial information for budget development and management and projections.
• Excellent organizational and administrative management skills.
• Excellent problem-solving ability, analytical, and leadership skills.
• Creative, resourceful, and has the ability to work independently.
• Excellent written and oral communications and editing skills.
• 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 (Monday.com, Zoom, smartsheet).
• Must be able to pass background checks and drug tests required for this job.

PHI/Berkeley Media Studies Group is an equal opportunity employer and an inclusive organization. People of diverse backgrounds are strongly encouraged to apply.

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.

#LI-REMOTE

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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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