Document Review Coordinator, Grants & Contracts

Document Review Coordinator, Grants & Contracts
Based in Washington, D.C. US-remote eligible (within PSI’s 27 approved states) or any country in which PSI operates
No Travel Required
Work From Almost Anywhere Status = Eligible
Reports to Head, Subaward Compliance

Who we are
PSI is a network of locally rooted, globally connected organizations working to achieve consumer-powered healthcare — people-centered health systems that ensure quality, affordable care wherever and whenever it is needed. Our origins in sexual and reproductive health have grown into a broader mission. Today, we work with the public and private sectors as well as local communities, prioritizing people’s voice and choice and developing solutions to meet their essential health needs. Over the past five decades, we have helped push boundaries, break taboos, set trends, and develop innovative solutions to complex global health challenges.

Join us!
PSI’s Grants & Contracts Department serves as the one-stop shop for guidance on donor regulations, award negotiation, and compliance training. We are responsible for helping PSI staff navigate the complexities of donor requirements and the terms and conditions of their awards. We approach award compliance holistically – ensuring the correlation between programmatic, financial, and donor regulatory requirements.

Given the increasing complexity of our portfolio of awards and subawards, PSI seeks a Document Review Coordinator, Grants & Contracts that will provide a wide range of administrative, knowledge management, and audit preparation support to the Grants & Contracts department. They will help ensure award documentation and information are accurately entered into PSI's tracking systems, support the development and delivery of training and other compliance related content across the organization, and provide administrative support for contract compliance related activities. The Grants & Contracts Document Review Coordinator is an organized, clear communicator and has a demonstrated ability to perform and prioritize a variety of tasks, sometimes on short notice within designated deadlines. They serve as a liaison helping to facilitate communication and coordination between G&C and other PSI departments and has at least 1 year of prior experience working in a fast-paced office environment.

Hourly Pay Range:
$25.48 (MINIMUM) - $29.81 (MID-POINT) - $34.13 (MAXIMUM)
For US-based candidates, the regular hourly pay range is reflected above.* We value transparency and have provided the full hourly pay range for this role. Actual hourly compensation may vary and will be determined by factors such as a candidate’s qualifications, experience, internal equity, external market analysis, and other business factors permitted by law. Hiring at the maximum of the range would not be typical in order to allow for potential future salary growth. PSI offers a comprehensive benefits package which includes health care, retirement plan, generous leave, overtime eligibility, as well as other great benefits. For more information, please ask your recruiter or visit https://www.psi.org/careers/ to learn more!

*For all applicants applying outside of the US; please note that those hired outside of the US will be employed through the local PSI office. Pay and benefits will be commensurate with the role and practices of the local office, including payment in local currency.

Your contributions

• Provide support for knowledge management and audit preparation activities including creating and maintaining internal filing systems and entering a wide-range of information and documentation related to prime and subawards into PSI's different tracking systems (Award Management System (AMS) and the Subrecipient Documentation and Expenditure Tracker (S-Tracker)70% of Time. This includes:
  • Maintaining data integrity and ensure all information is organized and easily trackable by following standard operating procedures related to data management to include sorting, formatting, and organizing documentation to capture fully-executed prime and subawards and associated fully-executed modifications, pre-award assessments, selection and negotiation memos, reports, site visits reports, monitoring plans, financial report review checklists, management letters, important email communications, and pre-closeout letters.
  • Conducting an in-depth review of subagreement files to ensure that subaward documents are compliant with the terms and conditions of their awards.
  • Supporting G&C with the review of subaward files relating to supporting and ensuring proper subrecipient documentation.
  • Running simple data queries upon request to validate the information for the G&C Director and other department heads.
  • Reassigning points of contact in the system, as needed.
• Help maintain and update the Grants & Contracts SharePoint site, web-based training, and compliance notifications. Provide administrative and logistical support for meeting and event planning. 10% of Time
• Provide support for training and capacity building activities. Coordinate the administration of subaward compliance and onboarding training for project staff based at headquarters and in the field, which includes scheduling sessions, managing participant sign-up and invites, overseeing logistics for live sessions, supporting trainers as needed, and distributing post-training surveys. 10% of Time
• Provide administrative support for contract compliance activities. Support the review of award and subaward documentation for completion, assist with internal compliance reviews, and perform tasks as requested intended to help ensure prime awards and subawards across the various portfolios are in compliance. 10% of Time

Time percentages listed above are not exact. They are estimates and may change. This is also not an exhaustive list of all tasks that an incumbent is expected to perform but is instead a summary of the primary responsibilities and requirements of the job. The incumbent may be asked to perform duties not included above. PSI reserves the right to revise job profiles at any time based on changes to the required job responsibilities.

What are we looking for?

• Bachelor's Degree (or international equivalent) in a related field
• At least 1 year of related experience. Equivalent combination of related education and experience may be substituted.
• Proficient in MS Office applications including Word, Excel, PowerPoint, Access, SharePoint, and basic knowledge of graphic design and Adobe Acrobat.
• Able to pick up new technologies and systems quickly.
• Excellent organizational and administrative skills. Able to manage and organize large amounts of information.
• Excellent attention to detail. Able to create, maintain, and enter information into databases with a high degree of accuracy.
• Basic knowledge of filing system and database management best practice.
• Basic knowledge of creating process documentation.
• Able to multi-task, prioritize and meet deadlines in ambiguous and fast-paced global environments.
• Excellent communication skills, both verbal and written.
• Excellent collaboration and customer service skills.
• Strong analytical and problem-solving skills. Able to think creatively and approach tasks or problems in a new or different way.
• Demonstrated ability to work in a multi-cultural environment.
• Knowledge of and experience working in contexts that support and execute U.S. Government procurement processes, contracting procedures, regulations, and policies (i.e. FAR, AIDAR, 2CFR200 cost principles) strongly preferred.

The candidate we hire will embody PSI’s corporate values:
Measurement: You use hard evidence to make decisions and guide your work. You set clear goalposts in advance and explain clearly if you need to move them.
Pragmatism: You’ll strive to deliver the best possible result with the resources available. You won’t be paralyzed by a need to make things perfect.
Honesty: You own your mistakes and are open about your shortcomings – it’s the only way you’ll learn and improve.
Collaboration: You’ll quickly establish a mental map of whom you can rely on for what, on your team, at headquarters, and in our country offices – if you try to do it all yourself, you won’t succeed.
Trust: You accept limits to your sphere of control and give colleagues the benefit of the doubt.
Commitment:  You are in it for the long-haul and want to grow with the organization, just like PSI serves its consumers and partners with host-country governments through thick and thin.

References will be required. The successful candidate will be required to pass a background check. For domestic positions: Must be authorized to work in the United States. N.B. PSI will not consider work visa sponsorship for this position.

PSI is an Equal Opportunity Employer and encourages applications from qualified individuals regardless of actual or perceived race, religion, color, sex, age, national origin, disability, sexual orientation, marital status, personal appearance, matriculation, political affiliation, family status or responsibilities, gender identity or expression, pregnancy, childbirth, related medical conditions or breastfeeding, genetic information, amnesty, veteran, special disabled veteran or uniform service member status or employment status.

ACCESSIBILITY NOTICE: If you need a reasonable accommodation for any part of the employment process due to a physical or mental disability, please send an email to: newhiresupport@psi.org or call (202)785-0072.

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