Planned Parenthood is the nation’s leading provider and advocate of high-quality, affordable sexual and reproductive health care for all people, as well as the nation’s largest provider of sex education. Planned Parenthood organizations serve all people with care and compassion, with respect, and without judgment, striving to create equitable access to health care. Through health centers, programs in schools and communities, and online resources, Planned Parenthood is a trusted source of reliable education and information that allows people to make informed health decisions. We do all this because we care passionately about helping people lead healthier lives.

Planned Parenthood Federation of America (PPFA) is a 501(c)(3) charitable organization that supports the independently incorporated Planned Parenthood affiliates, which operate non-profit health centers across the U.S. PPFA also works to educate the public on and advocate for issues of sexual and reproductive health. Formed as the advocacy arm of Planned Parenthood Federation of America, Planned Parenthood Action Fund is a separate non-profit membership organization tax-exempt under section 501(c)(4). The Action Fund engages in educational, advocacy, and limited electoral activity, including grassroots organizing, legislative advocacy, and voter education in furtherance of the Planned Parenthood mission.

Planned Parenthood Federation of America (PPFA) and Planned Parenthood Action Fund (Action Fund) seek an ambitious and highly organized Senior Specialist, Grants and Best Practices. This job reports to the Director, Grants and Best Practices in the Operations and Impact division. This position supports the success of the team and builds the reputation of PPFA as organized and committed to its mission by exploring and identifying opportunities within the grants management system to ensure compliance and create operational efficiencies

Purpose

The Senior Specialist is responsible for coordinating the grant contracting process in close collaboration with the Office of the General Counsel.

The will provide backend administrative support within the grants management system (Fluxx).

This position will maintain grant files and archives, and provide project management for grant administration tasks.

Engagement

Actively engage with internal and external stakeholders (national office staff, affiliate and ancillary contacts, external partners) to ensure collaboration, compliance, and a thorough understanding of grant and compliance processes, systems, and policies, in order to fully reach our functional objectives and vision.

Work closely with the Office of the General Counsel to ensure grant agreements are processed in a timely manner and facilitate follow-up with grant program owners across the national office.

Enforce e-workflow for grant agreements that is compatible with grant software and complies with PPFA internal policies and best practices.

Communicate with affiliate stakeholders as needed to support system-related inquiries.

Provide training, technical support, and onboarding to external grantees and internal staff on grant management systems.

Engage partners in IT to resolve user tickets, implement system updates, and support user testing and quality assurance. Escalate technical or operational issues in service delivery.

Delivery

Support the Grants and Best Practices team and cross-functional teams on maintenance and development of grants management system infrastructure (Fluxx).

Serve as the primary liaison between the Grants team and the Office of the General Counsel on matters related to grant agreements, including creating and maintaining templates.

Draft, track, and monitor grant contracts and payments with the Office of the General Counsel and Finance.

Provide user testing, troubleshooting, and quality assurance related to new integrations and process improvements for grant operations, including but not limited to Asana, Coupa, DocuSign, Google Suite, and anticipated updates to Planned Parenthood’s current grant contracting and payment models.

Provide project management and administrative support for federation-wide grant programs, including contracting, payments, document support, reporting and evaluation support, and best practice sharing.

Using Asana and Google Suite, provide project management and administrative support for the Grants and Best Practices team, including calendar management, agenda creation, note-taking, deliverable tracking, and follow-up.

Prepare general and ad hoc reports of grant-related information as requested.

Triage and track tickets related to system support from both internal and external users.

Maintain processes that ensure grant compliance.

Performs other duties as assigned.

Knowledge, Skills And Abilities (KSAs)

Minimum high school diploma or GED is required.

3 years of experience directly related to grant coordination or general project /administrative support required.

Ability to work collaboratively and flexibly with a dynamic, fast-moving team, completing multiple tasks with poise, accuracy, and confidence.

Strong organizational, analytical, and problem-solving skills

Strong oral and written communication skills.

High proficiency in Google products and Asana; experience with Fluxx grants management software on an administrative level is highly preferred

Flexibility and ability to adapt quickly to changing priorities and ambiguous situations.

$75,000 – $80,000 a year

Travel: <10% domestic

The Planned Parenthood cultural ethos, “In This Together”, reflects our commitment to building a workplace culture that fosters belonging, promotes learning throughout the employee lifecycle, and recognizes individual contributions to our mission.

Planned Parenthood Federation of America participates in the E-Verify program. Planned Parenthood Federation of America is an equal employment opportunity employer and is committed to maintaining a non-discriminatory work environment, and does not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity, or any other characteristic protected by applicable law. Planned Parenthood Federation of America is committed to creating a dynamic work environment that values diversity and inclusion, respect and integrity, customer focus, and innovation.