Grants & Contracts Program Manager

JOB SUMMARY 

The Illinois Public Health Institute (IPHI) is seeking a grants and contracts manager to work with programs across the Center for Health Information Sharing and Innovation (CHISI) and the Center for Community Capacity Development (CCCD). This position will report to the COO but work very closely with the CCCD and CHISI teams. The position is full-time exempt; IPHI’s standard work week is 37.5 hours. The grants and contracts manager will work on all types of grants and contracts received by IPHI including private foundations, federal, state, and local government grants and contracts as well as 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

• Support IPHI to understand and comply with federal grant and sub-grant terms and conditions
• Support and educate IPHI on contract terms and requirements
• 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 with grants and contracts
• 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
• Help optimize technology to better collaborate with colleagues/partners
• Serve as liaison to program staff, providing coaching, guidance, and support

Grant and Budget Management

• Track, manage, and initiate internal accounts payable process for invoices from contractors, consultants, and sub-grantees
• Track grant spending across program years to ensure alignment with budget
• Ensure all sub-grantees meet cost principles and federal compliance, administrative and audit requirements
• 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 
• Collect, organize, and file program reports from contractors, consultants and sub-grantees; assist with summarizing/aggregating reports across partners 
• Prepare, review and process funder correspondence to request approvals, waivers, funding notifications, modification requests, etc. Manage contractual communications and other oversight as necessary
• 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
• Review documents for completeness, accuracy, and adherence to funder requirements 
• Provide excellent customer service at all levels of the organization. Be responsive, efficient, and friendly with counterparties

Other duties as assigned. 

QUALIFICATIONS

• Bachelor’s degree plus 5 years’ experience in relevant professional field (contracting, grant program management, procurement, legal services, etc.)
• Working knowledge of U.S. regulations and requirements applicable to federal awards and sub-grant awards
• Familiarity with the regulations and requirements applicable to local (Illinois, City of Chicago, Cook County, etc.) grant awards and the 2 CFR
• 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
• Strong time management skills, ability to problem solve, and attention to detail
• Strong proficiency in Microsoft Office is required. An understanding of Salesforce, grants databases, 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 customers about program activities. Must be able to exchange accurate information in these situations

COMPENSATION AND BENEFITS: $70,100 annual salary. IPHI offers competitive benefits, including health, dental, and disability insurance; sick and vacation time; a paid parental leave benefit; and a retirement plan with employer-matching contributions, among 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 demonstrated leadership successes, progressive leadership roles, content expertise and thought leadership, as well as 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