Contracts & Operations Manager

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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.

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

Emergency care is the only health care available to anyone in the U.S., regardless of ability to pay. The Bridge Center (Bridge) aims to build on this promise by bridging emergency care and community health to create an integrated system that improves health and equity. Using a social emergency medicine approach, we support emergency providers and their community partners with tools, training, and technical assistance to help them better serve people traditionally excluded from the healthcare system. Launched and expanded initially in California and now throughout the United States, our addiction programs increase access to medication for addiction treatment (MAT) from emergency departments (EDs) and paramedics. Our sexual health program increases public health equity and provides immediate care for people at highest risk for syphilis, HIV, and HCV. Our reproductive health work builds the capacity of America’s EDs to serve as reproductive health safety nets. Bridge is a program of the Public Health Institute (PHI).

Bridge is hiring a Program Administrator III on our operations team, which provides the critical administrative support that makes Bridge’s multiple programs possible. The successful candidate will work across several of our programs, supporting innovative work that improves care for people when they need it most.

The Program Administrator will lead contract administration and other operations and administrative functions. The Program Administrator will be responsible for the full scope of the program’s external contracting activities, including developing and managing contracts, processing payments, invoices, and expenses, and monitoring and communicating about contracts. Under the direction of the Operations Director, the Program Administrator will manage routine operations activities and supervise the program’s two Operations Program Associates.

This is a full-time (1.0 FTE) position with a schedule of 40 hours/week. The position is primarily remote and open to CA-based candidates only. The incumbent of this position must be able to travel to Oakland, CA 2-4 times a year.

The full salary range for this position: $91,910 to $137,348 per year. The typical hiring range for this position is from $91,910 (minimum) to $114,629 (midpoint), based on 100% FTE. The starting salary is determined based on the candidate’s knowledge, skills, and experience, as well as budget availability.

Essential Duties & Responsibilities

Agreement Administration

Provide leadership to ensure consistent oversight and management of contractual obligations.  

• Lead large-scale procurement processes and systems such as requests for applications (RFAs) and requests for proposals (RFPs) to implement grant programs in accordance with PHI policies and processes.
• Lead external contracting by developing, processing, tracking, and managing contracts with external parties (i.e., consultants, subcontractors, vendors, and program partners) in collaboration with PHI’s Office of Research and Agreement Administration (ORAA) team.
• Liaise with PHI’s Grants and Contracts Department and the Office of the Chief Legal Counsel on oversight and compliance matters related to the management of contracts.
• Maintain deliverables and payment trackers for contracts/subcontracts and work with Bridge staff to ensure deliverables and invoices are submitted according to the subcontract payment schedule.
• Advise and collaborate with Bridge staff to prepare subcontractor and consultant SOWs, payment schedules, deliverables reporting forms, and systems and tools for deliverables progress reporting.
• Advise and collaborate with other teams on RFP processes, vendor sourcing and management, and other procurement needs.
• Utilize the program’s Zoho database for program administration purposes, such as tracking agreements and payments; support the program team by creating reports and other database functions; and participate in the Zoho workgroup.

Grant and Contract Administration

Ensure timely, accurate, and consistent oversight and coordination of program’s grant and contract deliverables.

• Track and monitor award schedules and reporting deadlines.
• Ensure compliance with award requirements.
• Maintain electronic records of grant award documents and fully executed contracts.
• Lead coordination of program reporting processes with Bridge teams.
• Ensure reports are submitted in accordance with funder requirements and timelines.
• Develop and implement streamlined internal processes to improve the reporting process, as needed.

Finance

Oversee processing and tracking of payments and expenditures.

• Process invoices, track payments, and ensure timely payment of invoices.
• Manage internal logs of payment requests and expense allocations and reconcile them against financial reports from PHI’s accounting system, as needed.
• Conduct credit card and payment reconciliations and process travel and other expense claims, as needed.

Operations

Lead the day-to-day operations functions and process improvements.

• Manage day-to-day operations functions, such as coordinating projects, delegating tasks, and ensuring operations systems are maintained (examples: workspace, communication software subscriptions, and staff onboarding and offboarding).
• Develop and implement streamlined policies and procedures, with the supervision and support of the Operations Director.
• Implement process improvements to improve operational effectiveness and efficiency.
• Train program staff on program systems and forms, including finance and administration and other office operations, as needed.

Management

Provide leadership and supervision for Program Associates, supporting their performance and goals.

• Supervise two Operations Program Associates.
• Evaluate the Operations Program Associates’ performance, set a work plan, and establish goals.
• Support the Operations Program Associates in managing the inventory of program resources, including supplies and equipment.
• Oversee the Operations Program Associates in sourcing and procuring supplies for the program and program staff.
• Provide quality assurance on Operations Program Associate work, including copy editing documents.
• Other duties as assigned.

Minimum Qualifications

• Seven years of experience in finance, administration, operations, or contracting, with an increasing level of responsibility.
• Bachelor’s degree, or substitute with four additional years of related experience.

Other Qualifications

• 2 years of supervisory experience strongly preferred.
• Experience with state and/or federal grants, including compliance, grant accounting, or subcontract management.
• Exceptional orientation to detail with excellent follow-through and careful adherence to rules and procedures.
• Ability to exercise initiative, be resourceful, and solve problems independently.
• Exceptional work ethic and ability to manage multiple projects simultaneously.
• Ability to communicate and establish effective working relationships with diverse groups and interact effectively with co-workers, personnel in partner agencies, and other external stakeholders.
• Proficiency in Zoom, Excel, Acrobat, Word, and Google Workspace.
• Experience with Mac OS, Zoho, and Slack preferred.
• Interest in public health or substance use field preferred.

PHI/Bridge is committed to advancing social and racial justice through our work with health care systems. 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, and disability. We believe that the lived experiences of our employees and their unique ideas inspire innovative solutions. Black, Indigenous, People of Color, LGBTQIA+, and people with disabilities and lived experience with substance use 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.

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.

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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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