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Senior Grant Administrator, Non-profit

Company: Center for Innovative Public Health Research
Location: San Clemente
Posted on: November 25, 2022

Job Description:

The Center for Innovative Public Health Research is seeking a highly organized and experienced administrative professional to fill the role of Senior Grants Manager and Administrative Professional.
About us: The Center for Innovative Public Health Research (CiPHR) has been quietly growing into one of the most innovative and progressive technology-focused organizations in the technology and public health space. We are a non-profit organization that primarily focuses on understanding how technology is affecting the health and well-being of youth, while also identifying ways we can harness the power of technology to promote healthy behaviors.
We are looking for an experienced grants management administrative professional who wants to be part of something bigger.
Job Description
This is an in-office position. The applicant must be local to Orange County and able to work in our San Clemente office Monday-Friday, 40 hours per week. Applicants who need to relocate for the position will not be considered. Some nights and weekends, based on study needs, will be necessary.
This position requires extensive, diverse experience including direct responsibility for grants management, office management, budget, and financial management. Experience in a university grants management environment or equivalent is needed.
The Center Manager provides a range of administrative and financial activities, including the following:
Center Operations

  • Responsible for support for the programs and Center-wide activities, including purchasing, SOWs, time sheets, mileage, travel arrangements, official functions, facilities, and transportation.
  • Organizes and maintains a tracking system of all activities used in reporting and Center evaluation pieces.
  • Develops and oversees the maintenance of organized filing systems for all Center documents.
  • Provides direction, oversees general administrative tasks, and monitors the distribution of efforts across projects.
  • Attends regular, standing meetings, as needed.
    Budgets, Finance and Grant Support
    • Works closely with the President and CEO to develop and oversee center- and project-level budgets.
    • Administers grants against established budgets and develops and implements systems that provide the President and CEO with accurate financial information and budget projections.
    • Prepares analytic reports comparing actuals to budget and advises alternatives and recommends solutions related to solvency and expenditure issues.
    • Conducts research and provides recommendations in making resource allocation decisions, such as those regarding facilities, personnel, and operational procedures.
    • Responsible for overseeing expense tracking spreadsheets to monitor and complete journal entries and reallocations, providing accurate budget tracking for the Center annually.
    • Develops budgets for and oversees the timely processing of grant applications, progress reports, carryover requests and other documents required by funding organizations.
    • Works to ensure compliance with applicable policies and procedures required by all funding sources but primarily for NIH.
      • Maintains a working knowledge of fiscal, personnel, and procurement policies, and serves as the Center's central resource for policy questions.
      • Researches and interprets policies and procedures and suggests actions to be taken or procedural solutions that support the goals of the Center while providing appropriate stewardship of fiscal and legal responsibilities.
      • Develops and implements internal policies, including those related to personnel and fiscal matters.
        • Provides assistance in developing and documenting Center priorities to inform the planning, implementation, and follow-up of Center activities.
        • Coordinates Center activities, including being responsible for planning and implementing Center-wide events including Center-wide trainings and retreats. Creates agendas, handles logistics, & regularly provides follow-up and reminders to maintain the smooth flow of information between stakeholders and to ensure goals are met.
          • As a member of the Management Team, develops and distributes communication plans across Center programs regarding funding, staff issues, policy changes, process, personnel, growth, etc.
          • Oversees the development and the updates of the Policies and Procedures manual.
          • Responsible for the development, implementation, and maintenance of Center-wide communication tools including the website, brochures, project information sheets, fact sheets, newsletters and annual report.
            Minimum Qualifications
            • A bachelor's degree in business, business administration, finance, accounting, education, social sciences, healthcare administration, public administration, communications, information systems, or a directly related field from an accredited institution.
            • Substitution: A combination of education and related technical/paraprofessional experience may be substituted for the bachelor's degree on a year for year basis.
              Preferred Qualifications
              • 3-5 years' experience managing budgets and coordinating financial activities, grant administration.
              • At least 2 years of experienced with fiscal policies and procedures in a university grants management environment.
              • Experience with project management support for research teams including creating activity planning and sequencing, setting timelines, scheduling meetings, taking minutes, organizing and storing documents, collecting biosketches, creating tables and graphs, preparing reference lists, and assembling final grant documents.
              • Advanced experience with Microsoft Office programs such as Word, Excel, and Outlook; Experience should include developing and setting-up spreadsheets and databases for reporting and tracking purposes and developing letters and complex correspondence.
                • Outstanding organizational skills and the ability to establish priorities and to coordinate multiple highly detailed projects simultaneously.
                • Ability to communicate effectively, both in writing and orally.
                • Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
                • Demonstrated commitment and leadership ability to advance diversity and inclusion.
                • Ability to plan, execute, monitor, and provide quality control for documents and final grant preparation, to ensure deadlines are met.
                • Ability to problem solve, create innovative systems for organizing; and delegating work.
                  COVID-19 considerations:CiPHR is a 100% vaccinated and boosted research team. People are required to be fully vaccinated and boosted for COVID-19 unless they have a medical exemption. ---Our office setting promotes healthy lifestyle choices: We have two walking desks that can be used by the team. Each researcher has a standing desk. We have an outdoor space with an ocean view for breaks and lunch time, and are a 15-minute walk to the beach.
                  ---Please send both a cover letter & resume to jobs @ to apply to this position.

Keywords: Center for Innovative Public Health Research, San Clemente , Senior Grant Administrator, Non-profit, Accounting, Auditing , San Clemente, California

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