Program Manager, PEHSU Operations (Grant Funded)

Overview

The American Academy of Pediatrics (AAP), the nation’s leading advocacy organization for children’s healthcare, is seeking a strong federal grant manager to oversee the daily operational and financial activities of the Pediatric Environmental Health Specialty Unit (PEHSU) program, including contracts, interagency agreements, grants, and cooperative agreements. Execute fiscal management, reconciliation, audit, budget development and monitoring, and reporting and analysis. Provide operational technical assistance and support to subcontracted entities and program partners to ensure program deliverables are advanced.

 

Some tasks include:

1.      Manage the initiation, administration, and/or closeout of contracts, interagency agreements, grants, cooperative agreements, and other funding mechanisms.

2.     Review, monitor, and reconcile financial activity for subcontractors and consultants and deliver financial reporting on the program to AAP leadership and funding agencies as requested.

3.     Lead the execution, tracking, and monitoring of sub-contracts with the PEHSU regions to ensure they are meeting deliverables included in their scope of work.

4.     Review, verify, approve, and record all invoices against sub-contracts in collaboration with the PEHSU Program Specialist.

5.     Assess and monitor line-item expenditures and encumbrances.

6.     Coordinate with AAP finance to approve financial expenditures to ensure fiscal compliance with AAP policy and procedure, including funding categories as determined by funders.

7.     Facilitate budgetary planning for the PEHSU program; prepare budgets and associated justifications for proposals and assigned projects in collaboration with AAP leadership.

8.     Coordinate the fiscal year-end closeout for the PEHSU program with AAP Finance.

9.     Maintain communication with program team members and sub-contracted entities to ensure proper operations of the program including co-facilitating monthly meetings with all 10 regional PEHSUs.

10.   Collaborate with funders, AAP groups and programs, and key stakeholders to ensure operational functions of project objectives and deliverables are advanced.

11.    Conduct budget reviews and report cost plans to leadership and federal partners as requested.

12.   Manage and provide facilitation for selected PEHSU workgroups, overseeing project deliverables for workgroups and their alignment with the PEHSU strategic plan.

13.   Prepare project progress and funding reports, and other written materials to provide updates on the status of project activities.

14.   Collaborate with relevant AAP staff to develop, implement, and maintain quality assurance protocols for operational processes of the program.

15.   Participate in program-related calls, meetings, and online events as determined by leadership.

 

Qualifications needed:

1.         Bachelor’s degree in accounting, business, finance, public health, health administration, public administration, or related discipline or an equivalent combination of relevant education and work experience required.

2.        At least two years’ related experience in federal grants management required, including accounting, budget development and monitoring, and fund accounting and auditing; preferably in a non-profit and/or medical association, state public health agency, or national advocacy organization. Knowledge of federal contract and federal grant proposal development processes highly desired. Experience developing and maintaining working relationships with local or regional sub-contracted entities a plus.

3.        Excellent organizational, project management, interpersonal, diplomacy, analytical, critical thinking, and verbal/written communication skills required. Strong technical acumen essential with proficiency in MS Office (Word, PowerPoint and Excel), financial/budgeting software, database management, and the ability to learn and apply new technologies; experience with virtual meeting platforms (eg, WebEx), document collaboration platforms (eg, SharePoint), and Acumatica software preferred. Candidates should have an understanding of accounting, budget development and monitoring and have experience with the financial management, oversight and monitoring of complex budgets and contracts. Must be able to manage multiple projects simultaneously, work both independently and as part of a team, take initiative, think critically, collaborate effectively with various internal and external constituents, and promote and maintain a positive and cooperative team-oriented work environment with a commitment to equity, diversity, and inclusion. Some travel and evening/weekend work required.

 

Hybrid working arrangement of 40% on-site at our Chicago suburb headquarters in Itasca, IL.

 

All AAP employees must be fully vaccinated against COVID-19; requests for a medical or religious accommodation regarding this vaccination can be submitted for consideration upon an offer of employment.

 

To learn more about the organization, see a full job description, and/or apply for the position, please visit: https://www.aap.org/employment.

The AAP offers an excellent work environment, competitive salary, and a comprehensive benefits package. As a reaffirmation to our employee-focused culture, since 2005 the AAP has been named one of the 101 Best and Brightest Companies to Work for in the Chicagoland area. Additionally, we are an Equal Opportunity Employer of Minorities, Females, Individuals with Disabilities, and Veterans that values the strength diversity brings to our workplace.

Reasonable Accommodation: Individuals with a disability in need of a reasonable accommodation regarding the job application process may call 630-626-6297. Please note, only those inquiries concerning a request for reasonable accommodation will receive a response.