Administrative Coordinator

Apply Here

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 Center for Wellness and Nutrition (CWN), located in Sacramento, California seeks a 100% full-time Administrative Coordinator. The position will function remotely with intermittent in-person and In-office attendance to provide lead support for meetings, retreats, and ad-hoc activities; therefore, candidates must be based in the greater Sacramento area.

The Public Health Institute Center for Wellness and Nutrition (CWN) is a national leader in developing campaigns, programs, and partnerships to reduce obesity and promote equity in the most vulnerable communities across the country. It hosts a full complement of staff in program development, training and technical assistance, research and evaluation, and fiscal and administration.

This position will directly report to the Director of Fiscal and Administrative Services. The Administrative Coordinator supports the Center for Wellness and Nutrition in a central hub role that receives, reviews, and processes out a variety of fiscal, program communications, human resources and technical assistance. The ideal candidate will demonstrate aptitude in utilizing judgement, discretion, and collegial rapport in the supervision of up to two junior administrative staff in the deployment of support to the various departments within CWN. They will bring a well-balanced skillset in accounting principles, document proofreading/copy-editing, webinar and meeting hosting knowledge, and exhibit both technical and customer service to internal and external partners.

This is a regular full-time 100% FTE position with a working schedule of Monday-Friday, 8am to 5pm, Pacific Time.

LOCATION:

This position is located in Sacramento, CA. It is a remote-hybrid position, meaning that the incumbent generally works remotely but for regular required visits to the Sacramento office and client premises in order to meet business needs. Candidates must be able to work on a hybrid model of remote and in office, and travel outside the Sacramento region when needed.

STARTING SALARY:

• Full salary range for this position: $64,542 to $92,421 per year. The typical hiring range for this position is from $64,542 (minimum) to $78,482 (midpoint), based on 100% FTE. The starting salary is determined based on the candidate’s knowledge, skills, experience, as well as budget availability.

Essential Duties & Responsibilities

40%     Fiscal Duties:

• Serves as CWN’s primary purchasing agent to secure goods and services, responsible for maintaining vendor and account relations; reconciling credits/debits and invoice corrections and processes invoices for payment; conducts product research and reports findings that better suit CWN for cost-savings or that improve production.
• Conducts the monthly credit card statement reconciliation and submission.
• Oversees/Processes staff expenses related to out-of-pocket program costs, travel advances and claims, and provides technical assistance.
• Compiles backup, routes for signature, and delivers/mails/emails PHI invoices to funders as requested.

30%     Program Communication Duties:

• Assumes a lead role in managing the CWN SharePoint site by working with CWN teams to observe silos while finding meaningful cross-integration of filing; cleans up existing loose files, assigns filing nomenclature and archive files.
• Prepares, reviews, proofreads, and copy edits a variety of documents, including correspondence, reports, and other media to ensure CWN branding and ADA/508 review and compliance. Differentiates the needs of different writing applications, such as those for internal documents, and applies appropriate judgement to the editing, proofreading, and remediation processes. Maintains a strong working knowledge of the AP Stylebook (general) and the Publication Manual of the American Psychological Association (Research docs), as well as the requirements of CWN and funder specific branding.
• Assigns/performs work from the Program/Evaluation Teams in the creation of CWN branded technical assistance training tools, e.g., including but not limited to PowerPoint Presentations, report design and layout; flows in text, graphs, charts, appendices/attachments; arranges for printing and delivery.
• Newsletter content editor. Utilizing Mail Chimp, edits/improves the CWN Newsletter template, flowing in articles, photos, graphs/charts as established during the Marketing/Communications Team Meeting. Distributes the newsletter to CWN subscribers. Maintains the distribution list.
• Maintains, updates, and edits the CWN Website in coordination, as appropriate, with the Communications Project Manager, Deputy Director, Deputy Director for Programs, and/or Executive Director.

15%     Supervises Administrative Staff

• Will supervise up to two administrative staff that support primary event coordination and direct program support.
• Train and mentor administrative staff as well as new program staff in PHI policy and procedures to effectively support CWN operations.
• Oversees quality and quantity of administrative staff work to maintain workflow.

5%       Webinar/Offsite Events

• Coordinates in concert with CWN management to schedule on/offsite webinars, meetings, conferences, or other work-related events. Can include, but is not limited to, assisting with site selection, ordering catering and AV, supplies and materials management, RSVP coordination, setting up and tearing down, and operating slide shows. Impeccable notetaking and editing of post-meeting content.
• Trains and backs up junior staff in CWN webinar/event processes.
• Maintains registration/attendance reports, updates SharePoint folders, and uploads recorded videos to CWN’s YouTube channel.

5%       HR Support

• As directed, supports CWN management with the interview process, onboarding and orientation, and in the coordination of purchasing/shipping of equipment to current/new staff with assistance from the IT staff.
• Maintains/creates various organizational charts.

5%       Performs other duties as required.

Other  Work on a hybrid model of remote and in office, and travel outside the Sacramento region when needed.

Minimum Qualifications

• 5 years’ experience in office administration or other related experience.
• Associate degree, or substitute with two additional years of related experience.

Other Required Qualifications

• Experience with accounting procedures for invoice processing, troubleshooting, and reconciliation including open account maintenance and vendor/supplier communication and negotiation skills.
• Intermediate skills with document design using Word, PowerPoint, or Canva.
• Fluency using a variety of cloud-based applications including SharePoint, MS Office Suite (Word, Excel, Outlook, PowerPoint, Teams), Adobe Acrobat Pro, ZOOM. WordPress, MailChimp, Twitter, and SurveyMonkey.
• Strong experience with coordinating meetings/events/webinars.
• Strong written and oral communications skills, including competence with ensuring ADA Compliance in written and web-based communications.
• Demonstrated ability to develop and manage complex project timelines and deliverables.
• Organizational and self-management skills including proactive communication to colleagues of progress against expectations.
• Creative problem-solving, with professional judgment to support cross-functional activities.
• Ability to synthesize technical processes for end-users to produce professional, error-free resources and presentations.
• Strong customer service and interpersonal skills, ability to interact with a high degree of professionalism, discretion, and confidentiality. Administrative skills, with a focus on accuracy, timeliness, attention to detail, organization, and confidentiality.
• Ability to develop, read and understand business documents and communications.
• Ability to adapt to changing priorities, work to deadlines, accept responsibility, and display initiative.
• Ability to work independently and to work effectively with remote colleagues in a national/global context.
• Ability to work a hybrid model of remotely and in an office setting as required.
• Ability to travel outside the Sacramento region when needed.

Preferred Qualifications

• Experience with WordPress website editing for edits of the CWN web site with relevant articles, staff bios with photos, documents, webinar recordings linked to the CWN YouTube channel, and photos.
• Experience working in a remote or virtual work environment.
• Experience working in a multi-cultural setting.
• Experience with Twitter and LinkedIn postings/contributions.

FAIR LABOR STANDARDS ACT (FLSA) STATUS

This position is classified as exempt based on the job duties. However, based on the FTE, salary level of the employee, or federal/state/local laws, the employee may be classified as nonexempt.

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.

#LI-HYBRID

To apply for any position, you must create an account on the Public Health Institute’s job application site. After creating your account, you may search the open positions and apply for the specific position that interests you. Please note, mailed and emailed applications will not be accepted.

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.

Find out more about the benefits of working at PHI.