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
The Alcohol Research Group (ARG), a program of the Public Health Institute, conducts and disseminates high-quality research on the epidemiology of alcohol consumption and problems, alcohol health services research, and alcohol policies while also training future generations of alcohol researchers. ARG is also home to a National Alcohol Research Center, one of multiple program grants awarded nationwide by NIAAA. Staff are comprised of Research Scientists, and research and administrative support staff.
The ARG Senior Research Administrator’s primary purposes are: (I) to provide ongoing management and oversight of the ARG operating budget, and (II) to provide pre- and post- award management services to ARG scientists including but not limited to the financial management of all grant/ contract awards. This position will develop tools, metrics, and reports to provide critical operational information to the Leadership team.
This position reports to the Research Program Administrator III.
This is a remote, temporary, part-time position that is expected to work up to 75% FTE (30 hours/week) and last no more than 89 days. The starting FTE will be determined upon hire.
Full salary range for this position: $84,177 to $124,412 per year based on 100% FTE. The typical hiring range for this position is from $84,177 (minimum) to $104,295 (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
General/ARG Institutional Budget
- Serve as liaison to PHI regarding ARG financial oversight including development and maintenance of ARG Indirect Cost rate
- Develop and submit annually (with ARG Executive Committee approval) ARG operating budget of approximately $1.5 million (including front office, library and IT services) to PHI
- Provide oversight of ARG operating budget monthly by monitoring grant revenue against operational expenses in coordination with Administrative Manager
- Work with various collaborators to ensure timely and accurate invoicing, tracking, and monitoring of ARG’s portfolio
- Develop expertise in the PHI financial systems, i.e. PeopleSoft
- Assist with special projects requiring finance support
Pre-Award
- Support ARG scientists in development of their grant applications/contract proposals
- Accurately prepare application/proposal budgets
- Work with collaborators/consultants/vendors as needed to obtain necessary documentation for applications/proposals
- Assure research staff comply with NIH policies and procedures, e.g., Human Subjects Training, COI certifications, Responsible Conduct of Research, and spending
- Collaborate/coordinate with PHI Bid & Proposal in final application/proposal submissions
- Prepare and maintain other support information for all ARG scientists
- Assist PHI in responding to Just-in-Time requests
- Prepare and maintain grant development tools and templates on the ARG Hub
Post-Award
- Manage an overall grant/contract portfolio of approximately 4 million annually including 1.5 million Alcohol Research Center program grant
- Work with PHI in setting up new/continuing awards including inter-program agreements
- Revise/update both new and continuing budgets as needed
- Prepare agreement requests for both new/ subaward/consultant/vendor requests and amendments
- Conduct comprehensive financial reconciliation for ongoing projects and at the end of each project
- Collaborate with PHI to ensure budgets and allocation calculations are reflected in the financial system according to the approved budget and terms
- Closely monitor all project related updates and expenditures, not limited to projections, amendments, and completion of projects
- Provide oversight of ARG administrative coordinator in the coding /processing of invoices/expense claims and running of monthly grant financial reports
- Review monthly financial reports to ensure expenditures are coded correctly, prepare/update monthly project spending projection reports and meet regularly with PIs to review reports
- Initiate reclassifications and line-item transfers to correct data entry errors or to ensure proper budget balance
- Assist PIs in submission of their NIH grant progress/final reports
- Closely monitor balances on POs, contracts, subs, and other outside agreements. Close out PO’s and agreements promptly
- Assist PIs in monitoring development assistance awards from PHI including ARG/PHI development awards
- Track staff efforts across projects and review and approve ARG staff timesheets
- Assess current internal process efficiency and provide recommendations to streamline or establish efficient processes
- Update and maintain Finance SOP’s
Other
- Provide training/presentations to scientists/research staff on latest NIH updates, and other pre/post award issues
- Maintain expertise by staying current with PHI policies, procedures and systems (e.g., attend PHI Finance Administration Network [FAN] meetings) and with NIH Grants Policy Statements, federal regulations for research funding, foundation policies and application procedures as applicable
- Provide ARG Executive committee specialized financial reports as needed
- Perform other duties as assigned
Minimum Qualifications
- 5 years of related experience, including experience in grants and contracts administration
- Bachelor’s degree, or substitute with four additional years of experience in administration of research grants
Other Qualifications
- Strong understanding of accounting, bookkeeping, and/or financial analysis
- Excellent knowledge of the latest NIH Grants Policy Requirements
- Familiarity with eRA commons, grants.gov, NIH RePORTER, and other related proposal submission systems
- Knowledge of concepts, policies, processes and regulatory requirements associated with the administration of sponsored project agreements funded from extramural sources
- Knowledge of grant application preparation, review and grant life cycles.
- Proficiency in development and management of a number of complex budgets
- Ability to understand and interpret complex guidelines quickly and accurately
- Flexibility, patience, excellent interpersonal written and oral communication skills
- Ability to work independently in a busy and dynamic research environment, prioritize among competing demands, complete tasks on time, and accept constructive feedback
- Ability to work collaboratively in a team environment
- Extremely well-organized, detail oriented, and self-motivated
- Ability to establish and maintain effective working relationships and maintain a high degree of professionalism in working with PHI/ARG staff and external funding agencies and collaborators
- Proficiency in computer applications including Microsoft Excel, Word, Outlook, and Teams
- Ability to work with a sophisticated database system (currently PeopleSoft) to access financial information
- Certification from the Society of Research Administrators (CRA) desired
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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