This is a regular full-time remote position.
Employment Type: Full Time
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.
Essential Duties & Responsibilities
Grant and Contract Administration: 65%
About The Employer
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.
The Public Health Institute, works to advance gender equity and justice in education, health, and economic opportunity by partnering with visionary local leaders around the world. We build power with women, girls, and their allies by providing training, funding, and connection to a global network to help them achieve meaningful, lasting change. Rise Up works with leaders in Africa, South Asia, Latin America, and the United States to create a future where all people can thrive. Since 2009, Rise Up’s powerful network of 800 leaders has successfully advocated for over 185 new and improved laws and policies, positively impacting more than 160 million people around the world.
The Rise Up Grants and Contracts Manager plays a crucial role in the success of Rise Up by overseeing the management of grants and contracts for multiple projects for the organization. Reporting to the Rise Up Director of Operations, the position is responsible for grant-making activities including planning and application activities, contracting, day-to-day administration, reporting and close out.
The Rise Up Grants and Contracts Manager reviews grants applications, agreements, and other grant information and ensures the accuracy of information in the Salesforce CRM. This position works closely with the Director of Operations and the Sr. Finance and Administrative Manager to improve organizational compliance to minimize risks to Rise Up and ensure effective and efficient processes are implemented. Functioning as a key liaison, the position ensures effective communications with key stakeholders. They compile and manage grant information/resources, respond to requests from partners and Rise Up staff, and maintain a complete, accurate, and up-to-date filing and tracking system.
The position will effectively supervise the Administrative Assistant and mentor India Operations Associate. This role requires that consultants/grants/vendor agreements are accurately processed, and domestic and international payments and transactions for all agreements are administered efficiently and effectively.
• Lead the entire lifecycle of grants and contracts, including proposal development, award negotiation, and post-award management.
• Ensure compliance with donor requirements, organizational policies, and relevant regulations.
• Develop and maintain grant and contract files, ensuring all documentation is complete and current.
• Implement systems and processes for receiving, reviewing, and awarding grants, sub-grants, contracts, and vendor agreements.
• Monitor grant and contract timelines, reporting deadlines, and deliverables.
• Work closely with the Sr. Manager, Finance and Administration to allocate annual contracts and payment budgets.
• Act as the primary point of contact and liaison with PHI on all grants and contracts processes
• Organize, systemizes, and maintains consultants, vendors, and grants files
• Provide technical assistance to consultants, grantees, partner organizations, and vendors on PHI processes and policies.
• Ensure complete, accurate, and timely data and information is maintained in Salesforce CRM.
• Work with MEL to resolve timeline, tracking and processing issues in Salesforce CRM, and recommend system improvement as appropriate.
• Communicate grant-making timelines and processes with PHI Office of Research and Agreement Administration (ORAA)’s team.
• Manage files and grants tracking systems.
• Track frequently asked questions and developed training and related tools to address gaps and build staff and partner capacity.
Financial Support: 15%
• Monitor grant and contract budgets, track expenditures, and ensure financial compliance.
• Work closely with finance and program teams to reconcile financial reports and resolve discrepancies.
• Provide financial analysis of grantees’ financials and report inconsistencies and irregularities with submission to the Director of Operations to support decision making.
• Work with PHI on streamlining the process of returning unspent funds from agreements.
Operations and Management 20%
• Support programs with tracking and submission of grantees progress/technical and financial reports.
• Ensure compliance with donor reporting requirements and deadlines are communicated to programs for timely delivery.
• Identify and mitigate compliance risks and issues proactively.
• Provide guidance and training to staff and partners on grants and contracts management best practices.
• Foster a culture of compliance and accountability within the organization.
• Collaborate with Fiscal sponsor legal counsel and ORAA team to review and approve contract agreements.
• Support Rise Up departments with the development of SOW, deliverables and budget for consultants, grantees and partner organizations.
• Provide oversight and input on process efficiencies, workflow, and timelines with grants & contracts.
• Manage procurement for domestic and international contracts including payments and payments for domestic and vendor agreements.
• Review for understanding and compliance with funder/donor agreements.
• Liaise with consultants and vendors to develop SOWs/deliverables, help set rates, and negotiate contracts.
• Work with Director of Operations with partner organizations EOR due diligence and risk assessments, tracking and communications.
• Supervise Administrative Assistant and manage their performance.
• Travel up to 10% of the time, both domestically and internationally.
• Perform other duties as assigned.
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.
• 5 years of experience in grants and contracts management, including 2 years in a supervisory or managerial role.
• Bachelor’s degree in business administration, accounting, or related field, or substitute with four additional years of relevant experience.
• Previous experience with a grants management system.
• Strong knowledge of grant and contract regulations and compliance requirements.
• Experience working in a multi-cultural setting and with projects around the world preferred.
• Experience with international non-profit organizations preferred.
• Experience with Salesforces or other CRMs preferred.
• Familiarity with financial systems preferred.
• Demonstrated ability to handle confidential and sensitive information.
• Exceptional organizational skills and attention to detail.
• Strong project management skills.
• Proficiency in financial management, reporting, and budget analysis.
• Excellent communication and negotiation skills.
• Ability to work effectively in a multicultural and diverse team.
• Excellent Computer Skills including Microsoft Office Suite (Excel, PowerPoint, Word).
• Ability to work effectively with remote colleagues and stakeholders across the world.
• Willingness and ability to travel up to 10% of the time, both domestically and internationally.
• Spanish proficiency or other language skills preferred.
• 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.
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.
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
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 mailto:Recruitment@phi.org.
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 mailto: Recruitment@phi.org.
Employment at PHI
To apply, visit https://apptrkr.com/4661031