Grants and Contracts Systems Specialist - Remote

Overview

The National Network of Public Health Institutes (NNPHI) is an active network comprised of over 40 member public health institutes in 32 states, the District of Columbia, and Puerto Rico, spanning all ten Department of Health and Human Services regions. Public health institutes are nonprofit organizations that improve the public's health by fostering innovation, leveraging resources, and building partnerships across sectors, including government agencies, communities, the health care delivery system, media, and academia. NNPHI and its member institutes work together to implement public health policy and program initiatives throughout all 50 states. NNPHI offices are located in New Orleans and Washington, DC. For more information on NNPHI visit www.nnphi.org. NNPHI also serves as the National Coordinating Center for Public Health Training (NCCPHT) and supports nationwide collaboration to build a sustainable and coordinated Public Health Learning Network (PHLN) that consists of ten university-based Public Health Training Centers and local training and education sites.

Position Summary:

NNPHI is a mission-driven network organization with a growing portfolio of over 50 active programs and projects. NNPHI is funded through a range of cooperative agreements, grants, and contracts. NNPHI also initiates grants and contracts (over 100 per fiscal year) to accomplish its programmatic and organizational goals. The organization seeks a Grants and Contracts Systems Specialist to work on its Finance/Administration Team serving all portfolios. This professional will bring skills in grants management and compliance, having worked previously in a grants-funded organization. This professional ideally brings experience as a paralegal, legal assistant, contracts administrator, or in legal operations/administration, having direct experience initially drafting and/or reviewing grants, contracts documents, and amendments (“Agreements”), familiarity with document review systems, contracts lifecycle management (CLM) systems, other legal or customer relationship management technology (CRM) (ex. Salesforce CRM, DocuSign eSignature, and DocuSign CLM), other applicable operations /administration experiences related to contracts, or the ability and eagerness to learn. This positive, self-directed, team-oriented individual will work closely and directly with the Grants and Contracts Officer in collaborating with or supporting NNPHI staff in reviewing Agreements to ensure efficient and effective administration of NNPHI grants, contracts, and related support tasks, protection of NNPHI, and advance the organization’s role as a grant-funded organization, as well as a fiscal and program intermediary. This position can be in-person, hybrid, or fully remote. NNPHI has physical offices in Washington DC and New Orleans, LA. This position requires approximately 10% travel.

Primary Responsibilities:

Overall

• General support to the NNPHI Grants and Contracts Officer and to NNPHI staff in overseeing and implementing the plan for the efficient management of full cycle subrecipient/contract award administration, including working with the Grants and Contracts team in leading the implementation and general administration of the CLM system, ensuring the CRM system is updated timely for Agreements, providing accurate status reporting, and timely close out of grants/contracts granted.
• Support the Grants and Contracts Officer in preparing subrecipient/contract packages ensuring they meet NNPHI policies as well as federal and/or private foundation guidelines. (including specific funder requirements)
• Route sub-recipient/contract packages to the internal team for approvals, then issue the agreements to sub-recipients
• Work with the Grants and Contracts Officer and executive leadership team to execute subgrant/subcontract Agreements.
• Provide general support to program staff to learn the CLM system, address issues or questions related to agreements in the CRM, address any contracts/subrecipient agreement questions or issues.

Agreement Creation & Review - Grants and Contract and Contract Lifecycle Management (CLM) System Administration

• Initially draft new Agreements for Grants and Contracts Officer review via the CLM system utilizing NNPHI templates.
• Provide support to the Grants and Contracts team in assuring timely and quality data entry for Agreements in NNPHI’s database (Salesforce CRM) and the NNPHI CLM system.
• Become an NNPHI subject-matter expert on NNPHI’s CLM system (currently being implemented), leading or assisting with training, support, and questions from NNPHI staff.
• Work with Grants and Contracts Officer and complete duties as assigned related to “in flight” Agreement status and reporting to ensure timely review and completion of Agreements.
• Assist in facilitating the review process for new Agreements with the Grants and Contracts Officer and program managers.
• Checking that Agreement statuses are accurate between the CLM and CRM for accurate reporting, tracking, or questions on Agreements from NNPHI staff.
• May use Smartsheet or Excel to complete these duties. Customer.

Customer Relationship Management System, and SharePoint Administration

• This professional will lead the finalization of Agreements and the finalization step of Agreements in the CLM system by:
• Ensuring and tracking proper routing of Agreements in DocuSign eSignature
• Saving and organization of fully executed agreements in the CLM to official files (i.e. in SharePoint) and back in the CRM
• Updating the CRM with finalized Agreements and timely updating Agreements as Active, Complete, Voided, as necessary, and with proper documentation.

Post Agreement Data Management, Administration, and Reporting

• Clean up, update, and maintain NNPHI tracking systems in DocuSign CLM, Salesforce CRM, SharePoint Shared Drive, Excel, or Smartsheet reporting.
• Work with Program Managers, Directors, and executive leadership team, and other staff to update information on Agreements for Contracts Team and Budget Manager meetings - Run reports for teams regarding active agreements, agreements near close date, etc., and follow up with team members as appropriate for action/resolution.
• Collaborate with the Programs team to upload Agreements or programmatic and financial reports to external federal and private foundation information systems including but not limited to grants.gov, GrantSolutions, CDC Sharepoint, and myrwjf.org.
• Other general support as required including updates on internal Contracts Team Agreement database information. (i.e. in Excel spreadsheet or Smartsheet's)

Specific Intra-Department Support Duties

• Data Modernization Initiative (DMI)Team (up to 20% FTE and depending on this professional’s experiences/background.
• Provide dotted-line support to DMI team/Budget Manager on DMI implementation center programs’ Agreements.

Internal Technical Support and Communications

Assist Grants and Contracts Officer or NNPHI executives (i.e. CFO, VP of Programs, Managing Director of Programs) or staff as needed in:

• Updating NNPHI’s Standard Operating Procedures for CDC cooperative agreements and other funding vehicles.
• Providing guidance, templates, and in-service training to Project Managers on contracting processes
• Coordinating logistics and managing the production of reference materials for internal workshops, training, webinars, and brown-bag related to grants and contracts coordination.
• Coordinating logistics and managing the production of reference materials for internal workshops, training, webinars, and brown-bag related to grants and contracts coordination
• Appling broad conceptual judgment, initiative, and ability to deal with complex subgrants/subcontracts issues
• Providing standard and ad hoc reports in user-friendly formats to authorized personnel as needed
• Resolving work-related problems promptly, using good judgment in escalating important issues
• Gaining a general understanding of and familiarity with grants and contracts administration rules and regulations, including; 2 C.F.R. 200 federal financial assistance regulations (i.e. OMB Uniform Guidance), UEI/DUNS, and CFDA Numbers and research; Prime Award Access Database; Quarterly Subaward Update.
• Other duties as assigned.

    

Requirements