Grants & Contracts Sr. Program Manager

JOB SUMMARY 

The Illinois Public Health Institute (IPHI) is seeking a Senior Program Manager, Grants and Contracts (SPM) to work with programs across IPHI. The position is full-time exempt; IPHI’s standard work week is 37.5 hours. The SPM is responsible for the day-to-day administration and management of the grants & contracts that Centers will need executed. This position reports to the Chief Operations Manager provides excellent customer service and serves as the point of contact for external parties and program teams as related to specific job responsibilities.  This position is seen as the house expert on contracts and grants. This position will work on all grants and contracts received by IPHI including private foundations, federal, state, and local government grants and contracts, and programs funded by organizational membership dues.

ABOUT IPHI

The Illinois Public Health Institute (IPHI) is dedicated to fostering collaboration and promoting health equity throughout Illinois and the nation. We lead transformative initiatives and advocate for policies that benefit communities, particularly those facing health disparities. IPHI provides convenings, facilitation, training, policy advocacy, outreach, information sharing, and technical assistance to foster multi-sector community collaborative health transformative initiatives. We are committed to ensuring that all individuals and communities have the opportunity to attain optimal health supported by an effective multi-sectoral public health system. 

DUTIES AND RESPONSIBILITIES:

Grant Agreements and Contracts Management

• Will initiate the contract development process through Salesforce and move contracts through the system quickly and effectively
• Review all contracts for consistency and clear language. Will update or negotiate changes so that the language protects IPHI
• Review scopes of work for timing, accuracy, and completeness
• Support the life cycle of grant agreements and contracts including the execution and delivery of sub-grants and contracts, reporting, and closeout of the agreements as obligations are fulfilled and/or agreements are terminated.  The manager will work on all types of grants received by IPHI including federal, state, local, and philanthropic grants and programs funded by organizational membership dues
• Work with the Chief Operating Officer and program staff to draft contracts, ensure they include the assigned contract numbers, manage requested modifications, and process for signature for contractors, consultants, and sub-grantees
• Track and maintain status of subcontracts/sub-grants/Subrecipients, request and track the completion of W-9 and ACH forms by subcontractors/sub-grantees/subrecipients, and work with Center Director/Finance team to address any amendments/concerns/changes from subcontracts/sub-grantees
• Support IPHI and sub-grantees/subrecipients to understand and comply with federal grant and sub-grant terms and conditions
• Review awarded grants and contracts for terms and conditions; maintains tracking log; review accompanying budgets for accuracy with proposal; and initiates set up of project tracking with the Finance team
• Interpret and apply federal and state laws and regulations for compliance of grants and contracts
• Identify potential risks in contractual agreements and consults with Chief Operating Officer as necessary to understand and mitigate liability to IPHI
• Will provide technical support to IPHI around contract expectations and adherence

Grant/Contract/Subcontract Administration

• Work with Leadership and Administrative team to improve processes and procedures, including refinements to templates
• Help optimize technology to better collaborate with colleagues/partners
• Serve as liaison to program staff, providing coaching, guidance, and support
• Provides general administrative support as it relates to Grants and Contracts to the finance team, the COO, and the CEO 
• Coordinates both the pre and post award aspects of the grant or Contract administration process to ensure compliance with applicable policies, procedures, rules and regulations
• Reviews awarded grants and contracts for terms and conditions; maintains a completion and project task tracking log; review accompanying budgets for accuracy with proposal 
• Coordinates and disseminates contract information and assists program staff with problem resolution and clarification as necessary
• Researches and proposes solutions to problems that arise during the administration of grants and contracts and serves as a liaison for problem identification and resolution. Answers inquiries regarding funding agency guidelines, policies and procedures
• Assists with no cost extensions, amendments, changing in SOWs, and any other change to the terms of a contract.
• Provides timely close out of all grants and contracts through the coordination of program and accounting staff
• Creates and maintains electronic project folder records in SharePoint; ensures all needed documentation has been properly filed
• Provides assistance in analyzing and developing improved policies, plans, methods, procedures and systems of post award grant administration
• Maintains knowledge of and interprets pertinent regulations regarding the receipt and administration of grants and contracts
• Requests and tracks the completion of form W-9 by subcontractors and/or vendors
• Serves as a contact for program inquiries regarding subcontracting process
• Assists with subcontractor inquiries and directs appropriate questions to program/financial staff
• Maintains multiple website logins, updating passwords monthly to ensure that they don’t expire
• Communicates to all of IPHI about any contract related updates, changes, end dates, execution timelines, etc. 
• Provides recommendations and assists with training of program staff to promote financial and grant compliance
• Always maintains a positive, strong, credible, professional and interpersonal relationship with all parties relevant of IPHI projects, and represent the best interest of IPHI at all times

Grant and Budget Management

• Track, manage, and initiate internal accounts payable process for invoices from contractors, consultants, and sub-grantees
• Support sub-grantees to administer their sub-grant, potentially including but not limited to providing consultation and technical assistance on grant management, grant tracking and monitoring, accurate and timely payments and reconciliations, budget monitoring, and reporting
• Review documents for completeness, accuracy, and adherence to funder requirements 
• Liaise between IPHI’s Finance and Administrative Team and the Program Team; Assist the Finance Team to support project financial management
• Provide excellent customer service at all levels of the organization. Be responsive, efficient, and friendly with counterparties
• Prepare work papers and other tasks as assigned for the annual audit

Other duties as assigned.

QUALIFICATIONS  

• Master’s degree plus 7 years’ experience in relevant professional field (contracting, grant program management, procurement, legal services, etc.), or 7 years’ experience in relevant roles
• Or bachelor’s degree plus 9 years’ experience in relevant professional field (contracting, grant program management, procurement, legal services, etc.), or 7 years’ experience in relevant roles.
• Working knowledge of U.S. regulations and requirements applicable to federal, state, and local awards and sub-grant awards
• Ability to analyze legal, risk, and business factors and explain them clearly to public health professionals, colleagues, and partners. Discretion and tact are important
• Ability to collaborate effectively and build strong relationships with colleagues and partners, both internal and external to IPHI
• A working knowledge of FAR, CFR and OMB Circulars pertaining to non-profits a plus
• Familiarity with the regulations and requirements applicable to local (Illinois, City of Chicago, Cook County, etc.) grant awards and contracts
• Familiarity with MEBE/WEBE requirements, tracking process, and application renewal
• Strong time management skills, ability to problem solve, highly organized, and pays very close attention to detail
• Strong proficiency in Microsoft Office, contract language, and Asana is required 
• An understanding of Salesforce and project management tools is desirable but is not required
• Familiarity with the nonprofit sector

 WORK ENVIRONMENT AND JOB REQUIREMENTS

•   The position is full-time, exempt, 37.5 FTE hours per week
• Must be able to sit at and operate a computer and other office equipment for a significant portion of the workday 
• This position may entail occasional work on evenings or weekends and must be able to travel for one or more nights from time to time
• The position requires frequent communication with internal and external team members, partners and funders about program activities. Must be able to exchange accurate information in these situations

COMPENSATION AND BENEFITS: $83,400 annual salary. IPHI offers competitive benefits, including health, dental, and disability insurance; sick and vacation time; a paid parental leave benefit; a retirement plan with employer-matching contributions; along with many other benefits.   

LOCATION: This position is located in Chicago. IPHI operates a hybrid office work model where team members work in the office two days per week.  This role requires you to be in the office on Wednesday and either Tuesday or Thursday. You may work in the office or remotely the other three days per week. 

COVID PROTOCOLS: Ongoing COVID safety protocols are in place. We do require proof of vaccination or will accept a request for exemption based on religion. Although we do not require wearing a mask in our office, we do provide Kn95 masks to be worn in our common spaces or when working with others, should you want to engage in mask wearing.

START DATE: Immediate.  

IPHI values multiple pathways towards attaining professional experience and education. Candidates are encouraged to describe equivalent experiences in lieu of educational attainment, including leadership successes, progressive leadership roles, content expertise and thought leadership, and relevant experiential learning. Individuals with lived experience in the priority program areas or experience as a peer service provider are encouraged to apply.

IPHI’s Commitment to Diversity, Equity and Inclusion: IPHI is committed to fostering a diverse and equitable work environment. We prioritize equal opportunities for all applicants, ensuring that race, color, religion, gender identity, gender expression sexual orientation, pregnancy, national origin, age, disability, veteran status, genetic information, or any other personal characteristic or any other identity or characteristic does not impact the consideration process for positions within the organization. This commitment extends to actively encouraging applications from underrepresented groups such as women, people of color, individuals with disabilities, and members of the LGBTQIA+ community. By embracing diversity and promoting inclusivity, IPHI aims to create a workplace where everyone feels valued and respected, contributing to a culture of innovation and collaboration.   

Visit www.iphionline.org for more information about IPHI