Program Administrator II Job 2024 Full Time

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 Build Healthy Places Network, a program of the Public Health Institute, is the national center building momentum for coordinated systems change and collaboration across the health and community development sectors to more effectively co-invest in neighborhood revitalization that centers community power and overturns racist systems of disinvestment to create healthier neighborhoods. BHPN cultivates community partnerships, providing technical assistance, developing strategies for partnering with healthcare and other anchor institutions to attract investment. Our work guides national collaboratives to center community voice and create tools to assist institutions taking this path. We lift up anti-displacement strategies; synthesize and communicate innovation; and inform policy change to advance racial equity.

The Network is dedicated to innovation and continued growth while improving the health and well-being of people living in our most under-resourced communities. To accomplish this, we recognize the value of having a staff that brings a wide range of perspectives to this work based on language, ethnicity, race, gender, socio-economic background, political beliefs, sexual orientation, etc. We are committed to maintaining a diverse, multicultural working environment and particularly encourage applications from candidates with lived experience in the communities we seek to serve.

The goal of the Program Administrator is to ensure that the financial and operational infrastructure of the organization is managed effectively and in accordance with the contracting and reporting requirements of PHI. By developing and monitoring budgets, developing and maintaining office systems, and handling logistics, the Program Administrator plays a critical role in supporting the advancement Network programs and priorities in line with the organization’s mission. This position reports to the Co-Executive Director at BHPN.

This is a remote regular full-time position. Candidates in the United States are welcome to apply.

Full salary range for this position: $75,732 to $109,873 per year. The typical hiring range for this position is from $75,732 (minimum) to $92,803 (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 and Analysis

• Ensure that funds from grants and contracts are accurately accounted for to cover program expenses.
• Lead the development and management of organizational budget and budget projections in partnership with the leadership team.
• Perform financial analysis and provide timely and accurate financial reports to the leadership team.
• Increase financial analysis to proactively include recommendations on how to handle budget questions and challenges that arise to help leadership think through options.
• Coordinate with PHI’s Grants & Contract Specialist to conduct accounts payable and accounts receivable functions in accordance with policy manual and funder guidelines.
• Conduct monthly credit card and expense reconciliation.
• Reconcile semi-monthly payroll and update staff time allocations across all funding sources.
• Maintain internal logs of payment requests and expense allocations and conduct regular reconciliation against financial reports from the PHI’s PeopleSoft system.

Grants and Contract Management

• Support new grant opportunities with registering BHPN in the portals, setting up grant templates for content and adding standard BHPN language.
• Collaborate with the leadership team to develop project budgets for new funding proposals.
• Coordinate post-award administration and compliance with PHI’s Grants & Contract Specialist.
• Lead the process to track and monitor grants and contracts schedules, send reminders to key BHPN staff, and reporting deadlines.
• Manage the coordination with PHI and BHPN’s leadership team to produce funder reports in compliance with funder requirements. This includes budget to actual reporting and setting up report templates and gathering content from key BHPN staff.
• Lead the pass-through grant and contract process with awardees, consultants, clients, contractors, inter-program agreements, and others, including setting up contracts, tracking and monitoring contracts, and processing invoices and payments. This also includes coordinating with PHI on contract approvals.
• Manage and monitor various processes with PHI proactively and reach out to other PHI programs to assess how they handle barriers or challenges to identify possible solutions to improve efficiency.
• Ensure protocol and process systems are in place for new contracts and identify needed touch points with key BHPN team members.
• Coordinate with PHI in executing new fee-for-service contracts and amendments with leadership team support.
• Maintain electronic records of grant award documents and fully executed contracts.

Organizational Systems

• Ensure that office systems, supplies, hardware, and databases are maintained to provide a solid foundation for the Network to operate.
• Manage the assessment and documentation of BHPN’s existing systems around operations and financial management, in support of BHPN’s leadership transition and reorganization.
• Serve as the lead in identifying and designing new systems and protocols where needed and any modifications to existing systems to ensure organizational efficiency and effectiveness.
• Develop operational protocols for the budget process: management, projection and operations. Share with Co-Executive Directors on key steps.
• Coordinate and project manage keeping Salesforce up-to-date and direct BHPN team members on their roles with support from the Communications Specialist.
• Manage organizational accounts with Asana, Google, Slack, RingCentral, Zoom, and other vendors and technical support for computers and office equipment.
• Order supplies and equipment needed for remote work and BHPN events.

Staff Support and Office Administration

• Manage Executive Director’s calendar and appointment scheduling; maintain organizational calendar, schedule meetings for other staff as needed.
• Manage routine office-related administrative duties to support the success of program activities.
• Provide logistical and technical support to Network’s on-going webinar series, Network Commons.
• Assist with development, planning, and coordination of team meetings and event Assist with notetaking, formatting, proofing, and uploading for webpages, documents and proposals as needed.
• Monitor Network’s admin and info email and respond to inquiries as needed.
• Perform other duties as assigned.

Minimum Qualifications

• 5 years of related experience in administration, finance, and/or budgeting.
• Bachelor’s degree, or substitute with four additional years of related experience.

Other Qualifications

• Exceptional orientation to detail with excellent follow-through and careful adherence to rules and procedures.
• Proficiency in Excel, Acrobat, Word, and Google suite required.
• Ability to exercise initiative, be resourceful, and solve problems independently.
• Exceptional work ethic and ability to manage multiple tasks simultaneously.
• Ability to communicate clearly and work well with team members.
• Familiarity with WordPress, Salesforce, Photoshop, Trello, Slack, and Zoom is preferred.
• Supervisory experience is preferred.

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.

#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.