Grants and Contract Manager

Full-time
Fund for Public Health NYC
The Fund for Public Health in New York City (FPHNYC) is a 501(c)3 non-profit organization that is dedicated to the advancement of the health and well-being of all New Yorkers. To this end, in partnership with the New York City Department of Health and Mental Hygiene (DOHMH), FPHNYC incubates innovative public health initiatives implemented by DOHMH to advance community health throughout the city. It facilitates partnerships, often new and unconventional, between government and the private sector to develop, test, and launch new initiatives. These collaborations speed the execution of demonstration projects, effect expansion of successful pilot programs, and facilitate rapid implementation to meet the public health needs of individuals, families, and communities across New York City.
Description

POSITION OVERVIEW: Reporting to the Director of Grants and Contracts, the Grants and Contracts Manager will lead the effective and efficient administration of a complex grants and contracts portfolio throughout the entire post-award life cycle, from planning, implementation, monitoring, sub-contract management and close-out procedures. The Grants and Contracts Manager will provide expertise and leadership to post award management requirements, ensuring compliance with all grant and contract regulations, policies, and procedures, as well as those of FPHNYC. Additionally, the Grants and Contracts Manager will act as the key relationship partner with DOHMH and funders, and functions as the administrative lead and high-level project manager on all post-award matters.

The ideal candidate will be an excellent communicator, detail-oriented, innovative thinker, and a proven, creative problem-solver. They will also have the ability to manage multiple projects with sensitive timelines.

RESPONSIBILITIES:

  • Proactively monitor and manage project progress, in partnership with DOHMH, to ensure project goals are met. Identify barriers to workflow, efficiency and vendor management and participate in issue resolution. Develop timely and sustainable remediation plans. Communicate required actions to all related parties. Share “best practices” with colleagues.
  • Serve as a thought partner to DOHMH program partners, when necessary, and collaborate on developing program design, timelines, and efficient implementation strategies.
  • Provide training and technical assistance to partners to build capacity.
  • Review award notices to verify accuracy of awards and obligated fund balances. Make recommendations in order to maintain fidelity to the notice of award, including extensions and modifications.
  • Interpret and apply federal, state and city rules, regulations and compliance requirements.
  • Assist program partners in understanding applicable funder regulations and policies; maintain thorough understanding of all funder-specific requirements.
  • Assist with mitigating ongoing risks associated with projects including tracking of approved and awarded funding. Effectively identify, communicate and escalate issues around compliance and timelines to ensure successful outcome.
  • Oversee and organize all project files according to established protocols, including maintaining file of complete award and contract documents including submission of project deliverables (programmatic, financial or audit related).
  • Build and maintain strong relationships with internal and external partners as well as other stakeholders.
  • Day to day tasks include but are not limited to:
    • Contracting – manage lifecycle of sub-recipient, vendor and other procurement agreements. Advise DOHMH on sub-contract scopes of work and facilitate the execution of sub-contracts; ensure vendor selection method, price justifications and deliverables are clearly stated and in line with the project objectives. Review and approve contract payments including verifying allocations and the submission of appropriate supporting documentation. Manage competitive bids and RFPs as needed.
    • Human Resources – advise DOHMH and in-house HR on open positions and ensure that funder and contract requirements are met.
    • Budgeting – monitor expense reports and spending rates to ensure that full budget potential is achieved, and allocations aren’t exceeded. Utilize budget analysis to address programmatic needs.
    • Purchasing – review all purchase and reimbursement requests for appropriateness and ensure that all vendors and purchases are in compliance with established administrative and financial policies, procedures, and sound business practices.
    • Reporting – maintain individual grant portfolio calendar and establish timelines for DOHMH partner report submissions. Prepare and coordinate with in-house financial partner all submissions of financial reports to funding agencies. Ensure that all submissions are accurate, timely and compliant with funder and FPHNYC rules, regulations, documentation requirements, and processes.
  • Perform other duties as assigned.
Qualifications
  • BA/BS Degree + 5 years grant or contract management experience, Master’s degree a plus.
  • Excellent analytical, problem-solving, communication and project management skills.
  • Demonstrated experience managing post-award activities; knowledge of laws, principles, rules and policies relating to management of grants, including administrative requirements and cost principles.
  • Strong budgeting experience, including ability to review, monitor and analyze budgets and perform expenditure planning a plus.
  • Highly organized and systematic, with attention to detail.
  • Able to work independently with an aptitude for multi-tasking and managing multiple projects with varying funding sources (i.e. federal government, private, etc.).
  • High level of customer service and support to internal and external partners.
  • Collaborative work style with eagerness to continually learn and grow.
  • Patience, flexibility, adaptability, and a sense of humor.
  • Intermediate to advanced skills in Office 365 suite, particularly Excel.

SALARY AND BENEFITS:Salary range is 70k to 85k

  • Generous Paid Time Off (PTO) policy
  • Medical, dental, and life insurance with low or no employee contribution
  • A retirement savings plan with generous employer contribution
  • Flexible spending medical and commuter benefits plan
  • Generous and flexible work from home policy with up to three days working at home
  • Fun hybrid office environment and passionate team
  • Fun all staff events year round
  • Meaningful work at an organization striving to advance health equity and social justice