The Fund for Public Health in New York City (FPHNYC) is a 501(c)3 non-profit organization dedicated to advancing the health and well-being of all New Yorkers. To this end, in partnership with the New York City Department of Health and Mental Hygiene (DOHMH), FPHNYC incubates innovative public health initiatives implemented by DOHMH to advance community health throughout the city. It facilitates partnerships, often new and unconventional, between the government and the private sector to develop, test, and launch new initiatives. These collaborations speed the execution of demonstration projects, affect the expansion of successful pilot programs, and facilitate rapid implementation to meet the public health needs of individuals, families, and communities across New York City.
Reporting to the Director of Grants and Contracts, the Grants and Contracts Manager will lead the effective and efficient administration of a complex grants and contracts portfolio throughout the entire post-award life cycle, from planning, implementation, monitoring, sub-contract management, and close-out procedures. The Grants and Contracts Manager will provide expertise and leadership to post-award management requirements, ensuring compliance with all grant and contract regulations, policies, and procedures and those of FPHNYC. Additionally, the Grants and Contracts Manager will act as the vital relationship partner with DOHMH and funders and function as the administrative lead and high-level project manager on all post-award matters.
The ideal candidate will be an excellent communicator, detail-oriented, innovative thinker, and a proven, creative problem-solver. They will also have the ability to manage multiple projects with sensitive timelines.
- Proactively monitor and manage project progress in partnership with DOHMH to ensure project goals are met. Identify workflow, efficiency, and vendor management barriers and participate in issue resolution. Develop timely and sustainable remediation plans. Communicate necessary actions to all related parties. Share best practices with colleagues.
- Serve as a thought partner to DOHMH program partners, when necessary, and collaborate on developing program design, timelines, and efficient implementation strategies.
- Provide training and technical assistance to partners to build capacity.
- Review award notices to verify the accuracy of awards and obligated fund balances. Make recommendations to maintain fidelity to the award notice, including extensions and modifications.
- Interpret and apply federal, state, and city rules, regulations, and compliance requirements.
- Assist program partners in understanding applicable funder regulations and policies; maintain a thorough understanding of all funder-specific requirements.
- Assist with mitigating ongoing project risks, including tracking approved and awarded funding. Effectively identify, communicate, and escalate issues around compliance and timelines to ensure a successful outcome.
- Oversee and organize all project files according to established protocols, including maintaining files of the complete award and contract documents and submitting project deliverables (programmatic, financial, or audit related).
- Build and maintain strong relationships with internal and external partners and other stakeholders.
- Day-to-day tasks include but are not limited to:
- Contracting manage the lifecycle of sub-recipient, vendor, and other procurement agreements. Advise DOHMH on sub-contract scopes of work and facilitate the execution of sub-contracts; ensure vendor selection method, price justifications, and deliverables are clearly stated and in line with the project objectives. Review and approve contract payments, including verifying allocations and submitting appropriate supporting documentation. Manage competitive bids and RFPs as needed.
- Human Resources advise DOHMH and in-house HR on open positions and ensure that funder and contract requirements are met.
- Budgeting monitor expense reports and spending rates to ensure that full budget potential is achieved and allocations arent exceeded. Utilize budget analysis to address programmatic needs.
- Purchasing review all purchase and reimbursement requests for appropriateness and ensure that all vendors and purchases comply with established administrative and financial policies, procedures, and sound business practices.
- Reporting maintain individual grant portfolio calendar and establish timelines for DOHMH partner report submissions. Prepare and coordinate with in-house financial partners all submissions of financial reports to funding agencies. Ensure that all requests are accurate, timely, and compliant with funder and FPHNYC rules, regulations, documentation requirements, and processes.
- Perform other duties as assigned.