Contracted Project Administrator- Subgrantee Support & Contract Management

Contracted Project Administrator- Subgrantee Support & Contract Management

Reports to

 Capacity Building Director

Time/Classification

9 months duration/Independent Contractor (1099)

Who We Are:Positive Childhood Alliance North Carolina (PCANC) connects organizations and individuals with what they need to help children and families meet their full potential. At PCANC, we've built a community for local and state-level child advocates.Together, we’re partnering to build and share solutions that work for all families. Our North Star is all children and families are living a purposeful and happy life with hope for the future. PCANC is a proud recipient of Charity Navigator’s prestigious 4-star rating and GuideStar’s Platinum Seal of Transparency. PCANC is the North Carolina chapter of Prevent Child Abuse America and the National Family Support Network.

Primary Responsibilities

The Project Administrator will be responsible for supporting and managing 38 subgrantee contracts over a 9-month period. This role involves overseeing contract execution, monitoring compliance, and providing one-on-one technical assistance to subgrantees related to contract execution. The Project Administrator will ensure that subgrantees are effectively engaged in activities aligned with project objectives and that they comply with all contractual requirements.  

 Additionally, the Project Administrator will provide day-to-day oversight of program reporting including administrative tasks related to grantee management, vendor procurement /engagement, and state-level reporting requirements. These activities will be identified monthly with the Capacity Building Director and other key PCANC staff and tracked via online project management software  

Specific Responsibilities

Contract Management: 

• Oversee the execution of 38 subgrantee contracts, ensuring all contractual obligations are met within the specified timelines. 
• Monitor contract performance, identifying and addressing any issues or discrepancies that may arise. 
• Coordinate with the finance team to ensure timely disbursement of funds and accurate financial reporting. 
• Coordinate with the program support team to ensure that program deliverables are on track and on time.  

 Contract Technical Assistance:    

• Act as the primary point of contact for subgrantees, addressing inquiries and concerns promptly. 
• Provide one-on-one technical assistance to subgrantees to support their understanding and fulfillment of contract requirements. 
• Assist subgrantees in navigating challenges related to contracting, project implementation, and compliance. 
• Offer guidance on best practices in project management and reporting. 
• Maintain comprehensive records of all contract-related documentation and correspondence. 

 Monitoring and Reporting: 

• Implement approved monitoring tools to track the progress of subgrantee activities. 
• Conduct regular reviews of subgrantee performance, including virtual site visits as needed. 
• Prepare detailed reports on subgrantee progress, highlighting successes, challenges, and any areas requiring improvement. 

 PCANC Staff Collaboration and Engagement: 

• Facilitate communication between subgrantees and other internal project stakeholders (capacity building learning and development, evaluation, policy and communications teams) ensuring alignment with project goals. 

 Continuous Improvement: 

• Collaborate with the project team to review and refine processes related to subgrantee management. 
• Provide feedback and recommendations for improving the effectiveness of subgrantee support and contract administration. 

 Job Qualifications

• Bachelor’s degree in Business Administration, Project Management, or a related field. A Master’s degree is preferred. 
• Minimum of 3-5 years of experience in project administration, contract management, or a similar role, preferably in a nonprofit or grant-funded environment. 
• Must live within 35 miles of the PCANC office (3000, Aeiral Center Parkway, Suite 180, Morrisville, NC 27560) 
• Willingness to travel occasionally for on-site meetings at the PCANC office in Morrisville NC. 
• Ability to work flexible hours as needed to meet project deadlines. 

Required Skills

• Proven experience in managing multiple contracts and providing technical assistance to external partners. 
• Excellent communication, interpersonal, and organizational skills. 
• Ability to work independently and manage multiple priorities under tight deadlines. 
• Proficiency in Microsoft Office Suite and project management software. 
• Experience and proficiency in Asana Project Management software is preferred 

Direct reports

N/A