Administrative Assistant IV

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The Public Health Institute (PHI) is an independent, nonprofit organization dedicated to promoting health, well-being, and quality of life for people throughout California, across the nation and around the world. As one of the largest and most comprehensive public health organizations in the nation, we are at the forefront of research and innovations to improve the efficacy of public health statewide, nationally, and internationally.

PHI was distinguished as one of the top 50 “Best Non-Profit Organizations to Work For” by the Non-Profit Times in a national search.

Position Summary

The Administrative Assistant will provide administrative support to the PI/Executive Director of CA Alliance of Academics and Communities for Public Health Equity. The AA IV is responsible for the day-to-day operations and planning in support of The California Alliance of Academics and Communities for Public Health Equity (“The Alliance”), a statewide initiative to mobilize the schools and programs of public health in California to work with nongovernmental and governmental community- based organizations for collective impact and to build a statewide policy and action network.

This is a time-limited part-time 50% FTE position expected to end on November 29, 2024, with a possibility of extending dependent on funding availability.

Full pay range for this position: $27.57 to $39.31per hour. The typical hiring range for this position is from $27.57 (minimum) to $33.44 (midpoint) per hour. The starting wage is determined based on the candidate’s knowledge, skills, experience, as well as budget availability.

Essential Duties & Responsibilities

• Assist the Executive Director in day-to-day business activities; act as liaison to Alliance staff; handle confidential and sensitive matters with discretion and tact; coordinate communications with the Public Health Institute (PHI) Central Admin, and other stakeholders.
• Undertake and complete a variety of administrative assignments with independent judgment.
• Organize, schedule and coordinate meetings and conference calls for Executive Director, including recording minutes and post-meeting action items, as well as communications with stakeholders regarding these meetings.
• Triage and respond to (when appropriate), general queries and requests from Alliance members.
• Track key due dates for reporting, applications, and other activities and ensure timely completion.
• Review, code, and gain approval for Alliance purchase orders, invoices, check requests, and travel expense reimbursements and submit to Program Administrator and/or PHI Central to ensure timely payment.
• Manage equipment and supplies purchasing.
• Under direction of the Executive Director and Program Administrator, support maintenance of program file organization, including cloud-based file management for Box, Google Drive and other applications.
• Serve as liaison with PHI Grants & Contract Specialist in providing financial reporting and invoicing to funders.
• Manage inventory of general office supplies and ensure adequate supplies are available.
• Take responsibility for Alliance corporate credit card and ensure that usage is documented appropriately according to PHI policy.
• Serve as the Alliance back-up program contact for administrative communications via email and phone with outside parties, including awardees and sub-awardees when the Alliance or other staff are unavailable.
• Draft and proof-read routine memos and other communication materials and send out mass e-mails to Alliance members.
• Provide support services including typing, copying, mailing, scanning, and faxing.
• Prepare PowerPoint and other multi-media presentations.
• Coordinate own activities with other Alliance staff.
• Provide support with special projects.
• Perform other duties as assigned.

Minimum Qualifications

• 4 years of experience in an administrative support position.
• Associate degree, or substitute with two additional years of related experience.

Other Qualifications

• Knowledge of Microsoft Office applications with the ability to learn new software, as necessary.
• Strong oral and written communication skills with good grammar and spelling.
• Excellent judgment and discretion with the ability to handle matters of a confidential and sensitive nature.
• Well organized with superior prioritization skills and flexible to manage multiple complex projects with minimal supervision and attention to detail.
• Ability to adapt to direct and indirect reporting relationships.
• Familiarity with scientific terminology.
• Ability to learn job responsibilities efficiently and quickly.

EEO Statement

The Public Health Institute is committed to a policy that provides equal employment opportunities to all employees and applicants for employment without regard to race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and to make all employment decisions so as to further this principle of equal employment opportunity. To this end, the PHI will not discriminate against any employee or applicant for employment because of race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and will take affirmative action to ensure that applicants are offered employment and employees are treated during employment without regard to these characteristics.

For further information regarding Equal Employment Opportunity, copy and paste the following URL into your web browser: http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf

ADA Statement:

The Public Health Institute is committed to providing access and reasonable accommodation in its services, programs, activities and employment for individuals with disabilities. To request disability accommodation in the application process, contact the Recruitment Team at least 48 hours in advance at Recruitment@phi.org.

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We’re so pleased the Public Health Institute is an organization you would like to work with. Do you have questions about this opportunity? If so, email our recruitment team at Recruitment@phi.org.

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