Program Administrator III

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 Bridge Center builds on our country's guarantee of 24/7 emergency care to offer treatment where people are, promote equity, and connect patients to ongoing care. Our largest program, CA Bridge, has supported more than 290 hospitals over the last six years to implement medication for addiction treatment (MAT) in the emergency department (ED) based on the CA Bridge Model for 24/7 low-barrier access to evidence-based addiction treatment. Our National Expansion program builds capacity for ED MAT in every state by activating local leaders to transform addiction care and reduce overdose deaths. EMS Bridge extends the administration of low-barrier MAT to paramedics. The ED Syphilis/HIV/HCV Screening Program supports EDs to expand their capacity for routine opt-out screening, immediate treatment, and navigator-led patient education and linkage to care. Our Access Bridge program increases access to contraception and treatment for pregnancy emergencies from the ED, particularly in abortion-restricted states and regions. The Bridge Center is a program of the Public Health Institute (PHI).

Bridge is hiring for a Program Administrator III on our Operations team, which provides the critical administrative support that makes Bridge's five sub-programs possible. The Program Administrator III supports program administration for at least two of Bridge's five sub-programs as well as overall contract and agreement management and administration across all Bridge sub-programs.

The full salary range for this position: $93,932 to $140,370 per year based on 100% FTE. The typical hiring range for this position is from $93,932 (minimum) to $117,151 (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

IMPORTANT INFORMATION

• This is a full-time (1.0 FTE), time-limited position with a schedule of 40 hours/week and an expected end date of November 30, 2026 with the possibility of extending depending on funding availability.
• The position is primarily remote and open to CA-based candidates only. The incumbent of this position must be able to travel to Oakland, CA at least twice during a six-month period.
• The incumbent is required to work during core business hours for the Pacific time zone.
• To apply, please submit an application attaching an updated resume and cover letter.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Sub-Program Administration

• Support operational management of assigned Bridge sub-program awards, including both financial and contractual compliance management
• Oversee award deliverables, reporting, and invoicing to ensure compliance with award requirements, liaising with Bridge program and PHI staff as needed
• Oversee contracts and agreements for assigned Bridge sub-programs
• Liaise with Operations team members, Bridge's other departments, and PHI's operational departments to facilitate smooth operations of awards under assigned sub-programs
• Manage day-to-day compliance and financial management of sub-program awards
• Maintain actuals and projections for sub-program awards, ensuring appropriate spend down
• Advise sub-programs on contractual compliance matters, consulting with the Operations Director as needed
• Participate in sub-program coordination meetings, Operations meetings, Bridge all staff meetings, funder meetings, and PHI meetings as necessary
• Develop budget amendments, financial reports, and proposal budgets for funders according to contractual or bid requirements
• Support Operations financial administration such as travel expense claims, check request forms, and credit card splits.

Contract & Agreement Management

• Oversee contract and agreement management across all Bridge sub-programs by providing high level guidance and support to other Bridge staff, including leading complex agreement management
• Serve as the Bridge point of contact with PHI's Office of Research and Agreement Administration (ORAA) and Office of the Chief Legal Counsel on oversight and compliance matters related to the procurement and management of third-party contracting with external parties (i.e., consultants, subcontractors, vendors, and program partners)
• Provide guidance and support as needed for large-scale procurement processes and systems such as requests for applications (RFAs) and requests for proposals (RFPs) to implement grant programs in accordance with PHI policies and processes
• Advise and collaborate as needed with Operations staff to prepare subcontractor and consultant SOWs, payment schedules, deliverables reporting forms, funding allocations, and systems and tools for deliverables progress reporting
• Advise Operations team members as needed on maintaining deliverables and payment trackers for contracts/subcontracts to ensure deliverables and invoices are submitted according to the subcontract payment schedule
• Provide management oversight of the the Bridge consultant tracker
• Utilize Bridge's Zoho database for program administration purposes such as tracking agreements and payments, and participate in the Zoho workgroup
• May provide supervision to other staff

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

• Seven years of experience in program administration and support, contracts and grants compliance, financial management with an increasing level of responsibility
• Four years of experience managing funding from multiple sources, including federal, state, county, municipal, foundation, and/or individual donors
• Two years of supervisory experience
• Bachelor's degree, or substitute with four additional years of related experience

Other Qualifications

• Knowledge of generally accepted accounting principles and various accounting system software such as PeopleSoft, QuickBooks, Sage
• Analytical and detail-oriented thinker with exceptional follow through
• Ability to manage multiple concurrent projects and tasks, exercise initiative, and solve problems independently
• Strong attention to detail as well as analytical problem-solving skills
• Comfort and adaptability in working in an organization with an entrepreneurial culture, operating in a highly fast-paced and regulated environment, with a unique organizational structure
• Proficiency in Google Workspace (Gmail, Docs, Sheets, Drive, Calendar, Forms, Slides), Zoom, Acrobat, Word, and PeopleSoft ERP system
• Advanced skills with Google Sheets and Microsoft Excel
• Experience with Mac OS, Zoho, and Slack preferred
• Excellent communication skills with the ability to establish effective working relationships with others including coworkers, partner staff, and other external stakeholders
• Ability to maintain confidentiality
• Interest in public health, substance use, or behavioral health field

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.

The Bridge Center is committed to advancing social and racial justice through our work with health care systems. We recognize the value of having a staff that brings a wide range of perspectives to this work based on language, ethnicity, race, gender, socio-economic background, political beliefs, sexual-orientation, and disability. We believe that the lived experiences of our employees and their unique ideas inspire innovative solutions. Black, Indigenous, People of Color, LGBTQIA+, and people with disabilities and lived experience with substance use are strongly encouraged to apply.

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

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.

Additional information about PHI's benefits and compensation offerings can be found here.

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.