Associate Director, Group Administration

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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 Children’s Oncology Group (COG), a National Cancer Institute supported clinical trials group, is the world’s largest organization devoted exclusively to childhood and adolescent cancer research. The COG unites more than 10,000 experts in childhood cancer at more than 200 leading children’s hospitals, universities, and cancer centers across North America, Australia, and New Zealand in the fight against childhood cancer. Our goal is to cure all children and adolescents with cancer, reduce the short and long-term complications of cancer treatments, and determine the causes and find ways to prevent childhood cancer.

The Associate Director of Group Administration will assist the Senior Director with the supervision of the day-to-day activities of the departments that comprise Group Administration and will be responsible for directing key Group Administration responsibilities. The Associate Director of Group Administration will lead the Group Administration team and ensure Group Administration functions efficiently across its relevant departments, Membership and Communications & Publications, work to foster and maintain open lines of communication within Group Administration, and provide support to the Senior Director.

This is a regular full-time remote position. The incumbent is required to travel overnight to in-person/hybrid COG Group Meetings, at least twice a year, to coordinate all onsite meeting activities.

Full salary range for this position: $117,559 to $180,305 per year. The typical hiring range for this position is from $117,559 (minimum) to $148,932 (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

Membership:

• Explore opportunities for automation and improved efficiencies across institutional, individual and special application processes.
• Monitor all committee terms as codified in COG policy. Engage leadership for appointment changes and work with nominating bodies to finalize candidates for election-based positions. Work with Communications to accurately set up ballots and open elections in a timely manner.
• Act as the COG operations liaison for the annual Conflict of Interest process including coordinating committee review and communicating decisions and any downstream appointment changes.

Communications:

• Coordinate the Communication responsibilities for both the members’ and public websites, to include participating in upcoming content re-assessment process for the public website and working with the Information Technology Development department on the expected implementation of a new platform for the members’ website. Develop and maintain ongoing re-assessment calendar including maintaining appropriate COG investigator and staff contacts as subject matter experts as required.

Publications:

• Explore and implement additional publication monitoring. Conduct a market review and make recommendations to leadership for enhanced technology for manuscript and abstract tracking, submission and review, and bibliography maintenance.

COG In-Person, Virtual, and Hybrid Meeting:

• Oversee the Communication responsibilities related to COG-sponsored meetings.
• Work with all individuals involved in the planning and execution of each meeting and monitor agreed upon meeting project timelines.
• Fully utilize COG’s event management technology for the lifecycle of each event. Develop the meeting application to encourage maximum usage by both onsite and virtual attendees. Work with event management technology staff on both set-up and onsite processes.
• Travel overnight to in-person/hybrid COG Group Meetings, at least twice a year, to coordinate all onsite meeting activities. Potential travel to other COG meetings as needed.

Group-wide Policies and Group-wide Standard Operating Procedures:

• Direct the establishment and re-assessment process for the library of COG’s group-wide policies and group-wide standard operating procedures (SOP).
• Manage the re-assessment timeline, work with policy owners, subject matter experts, and COG leadership throughout the review and approval cycle.
• Ensures uniformity of documentation by using standard template formats, definitions, style guides, and naming conventions.
• Recommends revisions to improve clarity and completeness of documentation.
• Administers version control, publication of new versions, and proper archiving.
• Assess current processes and look for opportunities for automation.

Group Administration Documents:

• Assess the library of internal standard operating procedure (SOP) documents. Identify SOPS in need of development and maintaining schedule of re-assessment.

Team Responsibilities:

• Supervise and mentor Group Administration staff by monitoring workload, training, ensuring action items are addressed, and providing day-to-day oversight of team members.
• Motivate, develop, and manage high-performing teams, fostering a positive and inclusive environment.
• Provide daily support to Group Administration staff by answering questions and elevated inquiries, reviewing work products, and providing feedback as necessary.
• Complete and administer performance reviews for direct reports and contribute to performance reviews of other Group Administration staff as applicable.

Other:

• At the discretion of the Senior Director of Group Administration, assist in other day-to-day operational tasks related to the duties of Group Administration.
• Performs other related duties as assigned.

Minimum Qualifications

• Seven (7) years of relevant experience, which can include communications, publications, association membership or related experience, including three (3) years of management level experience. Knowledge/experience related to leadership can substitute.
• Bachelor’s degree in a related field (e.g., Public Administration, Public Health, Health Administration, English, Communications), or substitute with four additional years of related experience.

Other Qualifications

• Proven experience in managing multiple ongoing projects.
• Demonstrated ability to supervise and manage a multi-disciplinary team.
• Goal/results oriented with proactive approach to problem-solving and strong prioritization skills.
• Excellent oral, written, and interpersonal communication skills.
• Highly organized and detail oriented.
• Demonstrated ability to learn job responsibilities quickly and efficiently, work independently, and require minimal supervision.
• Proficiency in Microsoft Office applications.
• Ability to travel overnight to in-person/hybrid COG Group Meetings, at least twice a year, to coordinate all onsite meeting activities. Potential travel to other COG meetings as needed.
• Background in communications or publications within academic or healthcare setting or background in membership management for a non-profit association or cooperative group strongly preferred.
• Master’s degree preferred.

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.

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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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