Program Administrator I

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.

SUMMARY:

The Program Administrator I is responsible for the fiscal and administrative management of the C/NET Solutions program. The incumbent is responsible for developing and monitoring the budget for overall program business, invoicing, documenting and monitoring all expenditures across and within individual projects, managing corporate credit card payments, preparing requests for expense reimbursements, and assisting the Program Director in the operational management of projects. This position is responsible for tasks required for program budget, direct interaction with customers regarding invoices payments and license related questions, and other administrative tasks. This position works closely with the contract departments of C/NET Solutions customers as well as PHI Central's Office of Research & Agreement Administration (ORAA), Bid and Proposal (B&P), and Grants and Contracts (G&C) departments to ensure all required contracts, statements of work (SoWs), license agreements, Non-Disclosure Agreements, and Business Associate Agreements (BAAs) are properly executed. The Program Administrator I is also responsible for supporting the Program Director with planning management of calendars and meetings, scheduling, and communications with key stakeholders.

This is a remote U.S.-based regular full-time position with a work schedule of 40 hours per week. The incumbent is expected to work after hours as requested based on business needs. This position may be required to travel 1-3 times a year to attend meetings, conferences and conduct other work activities within the United States.

The 8-hour workday schedule for this position may be flexible with the expectation to work 9am-3pm Central Time (including a one-hour unpaid lunch break).

Full salary range for this position: $65,962 to $94,454 per year. The typical hiring range for this position is from $65,962 (minimum) to $80,208 (midpoint), based on 100% FTE. The starting salary is determined using a variety of factors, such as the candidate's knowledge, skills, and experience, as well as internal equity consideration and budget availability.

Employment Type: Full Time

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Finance and Budget

• Manages essential budgetary functions of the program.
• Prepares monthly budget reports and Excel Pivot Tables for Program Director summarizing current revenue and budget projections.
• Monitors the budget as it relates to personnel to ensure accuracy of time estimated versus actual time spent/charged.
• Forecasts personnel requirements and budgets for overall program business.
• Verify the closeout of each fiscal year by ensuring all payments have been processed, outstanding invoices have been paid, and any remaining revenue has been transferred to the appropriate account for future use.
• Handles fiscal management of the day-to-day operations for the program.
• Documents and monitors all expenditures across and within individual projects.
• Manages corporate credit card payments.
• Prepares requests for expense reimbursements.
• Prepares invoices for new and current customers, request confirmation of receipt, and tracks collected revenues.
• Runs standard report/projection spreadsheets from ACT! software, which tracks payment, expiration dates and products.
• Follows up on delinquent payments.
• Actively monitors the invoicing inbox for all communications with customers, vendors, Central and organizes properly in their respective files after being addressed.
• Develops sales forecasts and financial projections reports.

Contracts

• Manages all aspects of customer contracts and information through Customer Relationship Management (CRM) Systems
• Acts as a liaison between contractors and other stakeholders as necessary.
• Acts as a liaison between the Program Director and the G&C department.
• Coordinates with legal teams to ensure contract documents are completed in a timely manner as required.

Administrative Support

• Supports the Program Director with overall administrative support including scheduling meetings and calendar management.
• Plans and organizes activities in support of the program.
• Assists in the operational management of projects.
• Responsible for the planning and management of special meetings and communications with key external stakeholders.
• Monitors the development of program reports.
• Performs other duties as assigned.

Access to Protected Health Information (ePHI)

This position may require exposure to ePHI. The employee is responsible for reading, acknowledging, and complying with all C/NET Solutions and Public Health Institute policies pertaining to private health information confidentiality and the Health Insurance Portability and Accountability Act (HIPAA).

QUALIFICATIONS 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.

Minimum Qualifications

• Three (3) years of related experience in fiscal management, budget development, administration, finance, and/or accounting.
• Bachelor's degree, or substitute with four additional years of related experience.

Other Qualifications

• Experience in contract management.
• Experience working with software agreements.
• Experience as an administrator for Customer Relationship Management (CRM) systems.
• Proficient in Microsoft Excel, Word, and PowerPoint.
• Excellent fiscal and administrative management skills.
• High ability to manage operational budgets and accounting systems.
• Advanced knowledge of contract management processes.
• Strong analytical skills.
• Detail oriented.
• Strong problem-solving skills.
• Creative and resourceful.
• Excellent written and oral communications skills.
• Independent and cooperative worker.
• Excellent interpersonal skills.

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.

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

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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.

Additional information about PHI's benefits and compensation offerings can be found here.

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.