Administrator, Office of Violence Prevention

bphccareers; Massachusetts; On-site; USD 75,000 - 95,000; Full time

Job summary

The Boston Public Health Commission (BPHC) is seeking a Budget/Contracts Administrator for its Office of Violence Prevention. The role manages budgets for external grants and city funds, oversees vendor contracts and procurement, and partners with leadership to ensure compliant financial processes.

Ideal candidates will have 3–5 years in budgets and contracts, strong communication, and collaboration skills, plus proficiency with Excel and budgeting software.

Qualifications

• BA/BS required. Prefer degree in Business Admin, Public Admin, Finance, or Accounting.
• 3–5 years experience in for-profit, not-for-profit, or governmental entities with grants and contracts.
• Experience with grants, contracts, and working with city/state/federal agencies is a plus.
• Strong communication, interpersonal, and organizational abilities.
• Ability to be self-motivated, work independently and in teams, and manage projects.

Responsibilities

• Manage budgets for BPHC's Office of Violence Prevention, including external grants and city funds.
• Prepare annual program budgets and biannual budget reforecasts.
• Handle vendor contracts, invoices, and procurement.
• Meet with leadership to discuss budgets, contracting, and status.
• Monitor revenue and expenditures; provide tailored projections and funding advice.
• Assist in grant applications budget components and staffing models.
• Oversee program purchasing, RFP development, and contract execution.

Skills

Communication skills

Interpersonal skills

Organizational skills

Self-motivated

Project management

Attention to detail

System orientation

Excel proficiency

Word processing

Budgeting software

Education

BA/BS in Business Administration/Public Administration/Finance/Accounting

Tools

Excel

Word processing

General ledger software

Budgeting software

Job description

• Responsible for budgetary and administrative duties for BPHC's Office of Violence Prevention.
• Responsible for the delivery of annual program budgets, which includes both external grants and city appropriation funds, plus bi-annual budget reforecasts;
• Responsible for handling and processing all vendor contracts and related invoices.
• Meets regularly with BPHC's Office of Violence Prevention Director, Budget Director, and other staff as needed to discuss budgets and contracting issues.
• Monitors revenue and expenditures and reports to program staff regarding budget status on both internal and external projects. Develops tailored budget projections and advises decision makers on available funding.
• Advises and assists in the preparation of budgetary components of grant applications and subcontract proposals to include staffing models.
• Responsible for program purchasing including assisting with the development of RFPs, advising on the creation and execution of contracts, and reviewing purchase orders and vendor payments.
• With Finance staff, ensures program staff are in compliance with federal and state grant and contract requirements and that all programs follow BPHC administrative and procurement processes.
• Oversees processing of personnel related needs, including the paperwork related to raises, transfers, onboarding and terminations.
• Operates independently. Uses independent judgement and discretion to make decisions affecting the program and staff as it relates to program operations/services and BPHC policy.
• Performs other duties as required.

• BA/BS required, (Business Administration, Public Administration, Finance, or Accounting major preferred).
• 3 to 5 years of for-profit, not-for-profit, and/or governmental entity experience required.
• Prior experience working with grants and contracts required. Prior experience working with city/municipal, state and federal agencies a plus.
• Excellent communication, interpersonal, and organizational skills.
• Must be self-motivated with the ability to work effectively as an individual and as a member of a team.
• Must be process oriented, capable of influencing without direct control and possess strong project management skills.
• Additional skills required include initiative; attention to detail; and system orientation.
• Strong computer skills including Excel spreadsheets and word processing required.
• General ledger and budgeting software experience a plus.