New Orleans, LA
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; • 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 • 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.