Program Administrator II

Program Administrator II

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 Alameda County Care Alliance Advanced Illness Care Program™ (ACCA-AICP) is a faith-based, person-centered, lay care navigation intervention serving predominantly African American adults with advanced illness and their caregivers. The ACCA extends capacity for advanced illness care beyond the traditional health delivery system, bridging the gap between health delivery systems, community organizations and faith-based communities. ACCA care navigators provide AICP services to all community members free of charge, regardless of race, ethnicity or religious affiliation. ACCA care navigators address participant needs, provide trusted resources, and empower persons needing advanced illness care and their caregivers in 5 cornerstones: spiritual, health, advance care planning, social, and caregiving. The program is currently in more than 24 churches in Alameda and Contra Costa Counties and is continuing to add new churches. The program also works in partnership with local health systems to provide our intervention services to their referred patients.

Position Summary

The Program Administrator is a critical position in the AC Care Alliance (ACCA). This person works closely with the Director and Program Manager, as well as other members of the leadership team to support the ongoing management of the program. The Program Administrator is responsible for monitoring the fiscal health of the ACCA, serves as the program liaison to PHI’s Central Administration departments, and contributes to the program’s strategic planning.

The ACCA’s Advanced Illness Care Program™ (ACCA-AICP) is a community-based, person-centered, care navigation intervention serving individuals with advanced illness and their caregivers in partnership with health, faith, and community organizations. Founded in the African American faith community, it is free of charge and respects the needs and wishes of the participant, whatever their culture and faith. Care Navigators are trained members of the community who walk alongside participants providing trusted referrals, resources, and specially designed tools to empower them to achieve their identified goals. The intervention is holistic in its approach by focusing on participant needs within our Five Cornerstones: spiritual, health (physical and emotional), social, advance care planning, and caregiving.

The ACCA extends capacity for advanced illness care beyond the traditional health delivery system, bridging the gap between health delivery systems, community organizations, and faith-based communities.

Candidates in the San Francisco Bay Area are preferred. This position is currently remote and is expected to remain a remote position for the foreseeable future but will require occasional in-person meetings in Alameda County and the surrounding area.

This is a part-time 50% FTE position expected to work a schedule of 20 hours/week.

Full salary range for this position: $73,813 to $107,089 per year based on 100% FTE. The typical hiring range for this position is from $36,907 (minimum) to $45,226 (midpoint), based on 50% FTE. The starting salary is determined based on the candidate’s knowledge, skills, experience, as well as budget availability.

Employment Type: Part Time

Essential Duties & Responsibilities

Grants and Contracts

• Lead contracting and procurement process with outside parties such as consultants, subcontractors, and program partners; and engage PHI Office of General Counsel when necessary.

• Track and monitor the flow of agreement processing with PHI ORAA department.

• Serve as liaison with PHI Bid & Proposal department for incoming award agreements.

• Oversee invoice process after award execution.

• Process invoices and track purchase order balances.

• Monitor reports and invoices to ensure the timely completion of reporting requirements and deliverables.

• Maintain award files.

Finance

• Develop and maintain budget projections and track expenditures to ensure grants are spent down in compliance with award guidelines.

• Support ACCA’s fund development by developing budgets for grant applications.

• Process invoices and track payments to ensure timely processing of invoices.

• Reconcile credit card statement and maintain supporting documentation.

• Forecast and develop budgets and justifications for proposals.

• Generate financial reports in a timely manner to meet grant reporting requirements.

• Serve as liaison with PHI G&C and Finance departments to ensure accuracy of expenditures and reporting.

Administrative

• Primary point of contact with PHI Human Resources for all recruitment and hiring processes, and submission of Personnel Action Forms (PAF’s) for program staff.

• Assist with timesheet management, as applicable.

• Oversee new employee onboarding including ensuring completion of required PHI and ACCA compliance trainings.

• Participate in strategic planning with program management.

• Supervise staff as needed.

• Participate in ACCA administrative meetings, ACCA All Team meetings, PHI Finance Administration

• Network meetings, and other meetings as applicable and in alignment with schedule availability.

• Perform other duties as assigned.

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

• 5 years of related work experience in administration, finance, and/or budgeting; preferably in a non-profit or public health environment.

• Bachelor’s degree is required, or you can substitute with four additional years of related experience.

Other Qualifications

• Contract administration and accounting experience.

• Strong organization and time management skills.

• Strong mathematical and analytical skills.

• Excellent skills in MS Office applications (Word, Excel, Outlook, and PowerPoint).

• Ability to function in a fast-paced environment, make simultaneous progress on multiple tasks, and meet deadlines.

• Strong written and oral communication skills.

• Effective interpersonal skills and commitment to customer service.

• Ability to work well with a diverse team

• Understanding and appreciation of faith community culture, traditions, and beliefs

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.

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 Recruitment@phi.org.

To apply, visit: https://apptrkr.com/4054970