Program Administrator

Job

2102

California;
Work From Home - USA

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.

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, 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.

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. The 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.

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. The 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 9 am‑3 pm 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

• 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.
• Verifies 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, requests 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 projection reports.

• Mana…