NNPHI: Grants and Contracts Specialist

Overview:

The National Network of Public Health Institutes (NNPHI) is an active network comprised of over 40 member public health institutes in 32 states, the District of Columbia, and Puerto Rico, spanning all ten Department of Health and Human Services regions. Public health institutes are nonprofit organizations that improve the public’s health by fostering innovation, leveraging resources, and building partnerships across sectors, including government agencies, communities, the health care delivery system, media, and academia. NNPHI and its member institutes work together to implement public health policy and program initiatives throughout all 50 states. NNPHI offices are located in New Orleans and Washington, DC.  For more information on NNPHI visit www.nnphi.org. NNPHI also serves as the National Coordinating Center for Public Health Training (NCCPHT) and supports nationwide collaboration to build a sustainable and coordinated Public Health Learning Network (PHLN) that consists of ten university-based Public Health Training Centers and local training and education sites.

Position Summary:

NNPHI is a mission-driven network organization with a growing portfolio of over 50 active programs and projects.  NNPHI is funded through a range of cooperative agreements, grants, and contracts.  NNPHI also initiates grants and contracts (over 100 per fiscal year) to accomplish its programmatic and organizational goals. The organization seeks a Grants and Contracts Specialist to work on its Finance/Administration Team serving all portfolios. This professional will bring skills in grants management and compliance,  having worked previously in a  grants-funded organization. This positive, team-oriented individual will collaborate with NNPHI staff and subcontractors/subrecipients to assure compliance with funder requirements and advance the organization’s role as a grant funded organization, as well as a fiscal and program intermediary. This position will be based in NNPHI’s  Washington DC or New Orleans, LA office.  This position requires approximately 10% travel.

Primary Responsibilities:

Compliance

  • Serve as compliance lead on team managing funding vehicles such as federal cooperative agreements, contracting mechanisms, and private foundation grants.
  • Review and monitor NNPHI’s processes to ensure subrecipient agreements/contracts are expended in compliance with funder requirements and NNPHI policies and procedures
  • Monitor compliance and regulatory updates for changes NNPHI may need to make
  • Translate funder compliance and reporting requirements to NNPHI team, as appropriate
  • Collaborate with program staff during proposal submission, implementation, and closeout to assure compliance with federal and private foundation requirements
  • Keep abreast of compliance-related policy and legislation, updating team as appropriate

 Data Management and Administration

  • Update and maintain NNPHI tracking systems in Salesforce CRM and Shared Drive for: USG Contracts; 2 CFR 200 Annual Subrecipient Audit Certification Letter Status; Subrecipient Audit Reports; Uniform Guidance/CFDA/DUNS Number; Prime Award Access Database; Quarterly Subaward Update; Departmental leave status; Award Setup; Activity Setup Status review; Reminders Tracker.
  • Provide support to team in assuring quality data entry for new agreements in NNPHI’s database (Salesforce CRM)
  • Draft new agreements for Grants and Contracts Officer review utilizing NNPHI templates
  • Facilitate review process for new agreements with Grants and Contracts Officer and program managers
  • Work with Program Managers, CFO, CSO and other staff to update internal subaward database information;
  • Run reports for team regarding active agreements, agreements near close date, etc and follow up with team members as appropriate for action/resolution
  • Collaborate with team to upload programmatic and financial reports to external federal and private foundation information systems included but not limited to grants.gov, GrantSolutions, CDC Sharepoint, and myrwjf.org.
  • Other general support as required.

Contract and Subrecipient Award and Monitoring

  • Oversee and implement plan for the efficient management of full cycle Subrecipient/contract award administration, including assessment of Subrecipient/contractors, award of Subrecipient/contract, administration, and close out of Subrecipient/contract granted
  • Develop and implement internal controls, audits, and best practices across all Subrecipient/contract functions
  • Serve as compliance point of contact for funders related to technical monitoring, enforcing grant administration requirements, reporting and submitting through various mechanisms.
  • Support the Grants and Contracts Officer in preparing subrecipient/contract packages insuring they meet NNPHI policies as well as federal and/or private foundation guidelines (including specific donor requirements)
  • Route subrecipient/contract packages to internal team for approvals, then issue the agreements to subrecipients;
  • Work with the Contracts Administrator and executive leadership team to execute subgrant / subcontract agreements.
  • Collaborate with program staff to monitor financial and narrative report submissions and timely submission of reports by the subrecipients;
  • Review subrecipient financial reports and supporting documents;
  • Review required subrecipient audit reports;
  • Prepare regular financial analysis on subgrant issuance and pipeline tracking records;
  • Assure subrecipient/contract related accounts are accurately and completely reconciled, and subgrants related records securely and safely maintained in line with NNPHI policy
  • Serve as point of contact for assigned subrecipient/contracts including compliance-related inquiries

Internal Technical Support and Communications

  • Update NNPHI’s Standard Operating Procedures for CDC cooperative agreements and other funding vehicles
  • Provide guidance, templates and in-service training to Project Managers on contracting processes
  • Advise and train program teams on funder compliance requirements and set up systems, policies and procedures to assure compliance
  • Coordinate logistics and manage production of reference materials for internal workshops, trainings, webinars, and brownbags related to grants and contracts coordination
  • Review accounting procedures and internal controls and provide useful recommendations for improvements
  • Assist CFO and team in audit process, working with auditors to ensure a clean audit
  • Assume full and overall responsibility for the accuracy, completeness, integrity, and security of managed Subrecipient/contract -related systems and data
  • Apply broad conceptual judgment, initiative and ability to deal with complex subgrants/subcontracts issues
  • Provide standard and ad hoc reports in user friendly formats to authorized personnel as needed
  • Resolve work-related problems promptly, using good judgment in escalating important issues
  • Other duties as assigned

 Qualifications/Requirements:

  • Bachelor’s Degree
  • Master’s Degree in business, public administration, or non-profit management (preferred)
  • At least three years of relevant professional experience
  • Advanced computer skills: MS Office applications, Adobe Acrobat, Salesforce
  • Significant experience with grant recipient (Grants.gov, GrantSolutions, etc.) and grant-making processes including application and review systems, award notifications, tracking systems, contracting, invoicing and payments, and coordination of technical assistance.
  • Demonstrated project management and organizational skills, especially with time-sensitive work.
  • Strong interpersonal skills and ability to work effectively on a team and with diverse partners
  • Demonstrated experience with concepts and skills related to financial and programmatic intermediary and backbone services
  • Ability to compose reports, presentations, and written communication in an organized, logical, and concise manner.
  • Proven ability to develop routines to manage large workloads and organize work efficiently.
  • Comfortable conducting online research related to donor regulations.
  • Readiness to interact with a variety of people and assume diverse duties and tasks.
  • Customer-service oriented.
  • Proactive with the ability to work with minimal supervision and follow through on assignments.
  • Demonstrated interest in continued engagement in improving Grants and Contracts tools, templates, and policies.

Salary/Benefits:

  1. Salary range of $50,000-$60,000, commensurate with education and experience.
  2. NNPHI offers a highly competitive and benefits package, including medical/dental/vision/FSA/parking/transportation, generous retirement contributions and annual leave.

This position will be based in NNPHI’s  Washington DC or New Orleans, LA office.

To Apply:

Please send CV, cover letter, salary requirement and three professional references to: hr@nnphi.org
Subject line: Attn: Grants and Contracts Specialist


Equal Opportunity Employer

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