Grants & Contracts Coordinator

Closing Date: Until Filled

Location: Remote, USA

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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.

 Summary

Rise Up works to advance gender equity and justice in education, health, and economic opportunity by partnering with visionary local leaders around the world. We build power with women, girls, and their allies by providing training, funding, and connection to a global network to help them achieve meaningful, lasting change. Rise Up, based at the Public Health Institute (PHI), works with leaders in Africa, South Asia, Latin America, and the United States to create a future where all people can thrive.

Since 2009, Rise Up has grown into a respected global leader, with committed support and funding from a large number of philanthropic, corporate, and individual donors. Rise Up received a generous gift from MacKenzie Scott in 2021 and is leveraging these funds to build a strong foundation for growth and sustainability. Rise Up operates as a remote global team, with a strong presence in the Bay Area, in addition to team members who work around the world and across the US.

Rise Up’s powerful network of over 800 leaders has successfully advocated for 218 new and improved laws and policies, positively impacting more than 172 million people around the world. Rise Up Leaders are working to improve the rights and wellbeing of girls, women, and gender-nonconforming people, focusing on protecting sexual and reproductive health and rights, preventing gender-based violence, ending child marriage, ensuring girls’ access to education, and strengthening women’s economic opportunities.

The Grants & Contracts Coordinator will be a key member of Rise Up’s Operations, Finance and Administration team (OFA). Reporting to the Rise Up Grants & Contracts Manager, the Grants & Contracts (G&C) Coordinator plays a crucial role in coordinating operational and administrative aspects of agreement management and grantmaking practices in collaboration with PHI Central department.

This position supports Rise Up to make grants to leaders globally to facilitate their work to improve Gender Equity. The position will support the review of document submissions, and due diligence and will work closely with colleagues to provide effective grants and contracts oversight to support grant making operations.  The G&C Coordinator is responsible for the processing invoice payments, expense reconciliation, processing journal entries, and financial transactions related to agreements. They will collaborate with the Grants & Contracts Manager to ensure alignment on ongoing projects and tasks effectively.

This position requires a detail-oriented individual with effective communication skills, project management, and analytical skills. The ideal candidate is a proactive problem-solver with a strong commitment to Rise Up’s mission and demonstrates the ability to work collaboratively across departments while maintaining a high degree of accuracy in their work.

This is a regular full-time remote position. The incumbent is required to conduct occasional travel domestically and internationally for team retreat or workshop. Candidates located in the San Francisco Bay Area; CA are preferred.

Full salary range for this position: $62,968 to $90,167 per year. The typical hiring range for this position is from $62,968 (minimum) to $76,568 (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

Agreements Financial Management Support (25%)

• Review and process invoices, agreement payments, ACH, check requests, wire transfers, reimbursements, journal entries, and expense reconciliations in a timely and accurate manner.
• Collaborate with the Rise Up Grants and Contracts Manager to submit agreements change order/journal entry requests, and track through completion to ensure transactions are accurately recorded and documented in both financial and tracking systems.
• Maintain and improve robust tracking systems for all agreements and payments, as well as programmatic advances to ensure accuracy.
• Proactively respond to inquiries from the PHI accounting team and address issues to ensure accounts are current.
• Assist Rise Up Grants and Contracts Manager with review of PeopleSoft reports to ensure accurate and timely accounting of commitments and expenses.

Agreements Management Operations (40%)

• Support the creation of tools to monitor the status of the grants & contracts review process to improve the efficiency of agreement processing and timeline.
• In coordination with the Rise Up Grants & Contracts Manager, complete required documentation for agreement requests, safeguarding sensitive financial & demographic information in line with PHI policies.
• Support the grantmaking process in Salesforce with the review of grant milestones and timelines to ensure accuracy. Create grant expenditures and complete disbursement dates.
• Interface with the PHI Central team, Rise Up team, and key external stakeholders on the status of documentation and payments.
• Archive electronic documents; organize and maintain digital filing systems for financial records for contracts, vendors, grants, and partner agreements.

Agreements Compliance and Due Diligence (35%)

• Conduct pre-award due diligence on agreement materials, ensuring completeness and compliance with PHI policies and processes for U.S. and international.
• Coordinate post-award closeout activities as directed to ensure compliance with PHI and IRS rules and regulations.
• Support Rise Up Grants & Contracts Manager with the preparation of agreement requests and assist with the procurement process.
• In coordination with the Rise Up Grants & Contracts Manager, review vendor-generated agreements and documents for compliance and recommend revisions as needed.
• Complete required documentation for Agreement requests, safeguarding sensitive financial & demographic information in line with PHI policies.
• Conduct occasional travel domestically and internationally for team retreat or workshop.
• Perform other duties as assigned.

Minimum Qualifications

• Three (3) years of demonstrated successful experience in grants and contracts administration and financial management support for non-profits.
• Two (2) years of related operations and/or accounting experience.
• Experience working in an international/global organization.
• Bachelor’s degree, or substitute with four additional years of relevant experience.

Other Qualifications

• Four (4) or more years of relevant experience is preferred.
• Ability to exercise proper discretion, judgment, and a high level of confidentiality.
• Ability to develop, read, and understand business documents and communications.
• Ability to adapt to changing priorities, work to deadlines, accept responsibility, and display initiative.
• Strong aptitude for administrative, operational, accounting, and financial processes with a focus on accuracy, timeliness, attention to detail, organization, and confidentiality.
• Ability to coordinate across internal and external stakeholders with multiple backgrounds and cultural norms while meeting needs, negotiating priorities, and developing alignment.
• Strong problem-solving and organizational skills and a strong work ethic.
• Effective communication and interpersonal skills.
• Ability to work with minimum supervision to manage multiple competing tasks that each require a strong attention to detail.
• Utilize effective time management skills to organize daily workloads and anticipate and proactively respond to work requests.
• Familiarity with Salesforce or similar CRM.
• Familiarity with accounting/financial systems (ERP).
• Computer Skills and experience, especially with Microsoft Office suite (Excel, Outlook, Word, PowerPoints), and electronic/maintenance systems.
• Ability to work effectively within a remote environment across multiple time zones.
• Willingness and ability to conduct occasional travel domestically and internationally for team retreat or workshop.
• Fluency in Spanish or other languages preferred.

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.