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.

Position Summary

The PHI/CDC Global Health Fellowship Program, through a five-year cooperative agreement with the US Centers for Disease Control and Prevention (CDC), provides recent graduates in public health an outstanding training opportunity to learn from leading global health experts at CDC headquarters in Atlanta and overseas. The training offered through the PHI/CDC Global Health Fellowship Program will expand the global health prevention workforce and provide fellows an opportunity to gain practical, first-hand experience working on the front lines of global public health. Fellows will benefit from an opportunity to apply and translate academic knowledge to real world public health situations.

Supervised by the Program Manager, the Program Administrative Assistant will support the program’s day to day systems and coordination of operations and planning in support of program communications. This position will also provide limited support to essential proposal development for new awards, grants and contract creation, and vendor engagement.

Candidates based in the CA Bay Area are preferred, but candidates based in other areas in the US will be considered. Travel to work in Oakland, CA and Atlanta, GA may be required one or two times a year.

Employment Type: Full Time

This position is contingent upon project award to PHI.

Full pay range for this position: $26.88 to $38.31 per hour. The typical hiring range for this position is from $26.88 (minimum) to $32.59 (midpoint) per hour. The starting wage is determined based on the candidate’s knowledge, skills, experience, as well as budget availability.

Essential Duties & Responsibilities

Program Administrative Support (60%)

• Schedule and document meetings between the program team and PHI central team; manage the program calendar.
• Work with vendors as needed for training, system updates and technical issues. Conduct research and reports on any system upgrades and or new system needs.
• Review vendor invoices for completeness, accuracy and compliance purposes. Route for approval prior and track vendor agreements.
• Support program procurements, vendor contracts and program management.
• Assist the reimbursement team by tracking fellows’ lease and insurance information and emailing daily reimbursement requests to PHI’s Accounts Payable team.
• Support team travel logistics through research, bookings and communications.
• Update data in the program databases. Pull reports and make updates/revisions to the system as needed. Create new data management systems as needed.
• Maintain and update program systems, documents, templates and forms as needed.
• Collaborate with program partners, consultants and vendors as required to complete workplan activities. This may include report generation, event coordination, outreach scheduling, system updates, etc.
• Ensure indicator data is collected and tracked per the requirements of the program monitoring and evaluation requirements. Contribute program data as requested for program reporting needs.
• Coordinate staff supply orders as needed; manage program inventory.
• Assist with updates to program resources and administrative policies and procedures (standard operating procedures, forms, templates, etc.).
• Participate in program informational interviews and support outreach events as appropriate.
• Provides support to the fellows’ onboarding and orientation process as needed.

Communications Support (40%)

• Support the Administration & Communications Lead with development and execution of the following: annual communications plan, remote events, fellow and mentor newsletters, graphics, blogs, social media posts, podcast production and/or video editing.
• Assist with drafting and disseminating program communications and announcements to the listserv and ensure proper branding for outgoing announcements.
• Update and maintain email listservs for the general mailing list, fellows and mentors; maintain Microsoft Teams group for fellows and post announcements and reminders.
• Prepare, proofread, and organize materials for communications messaging.
• Ensure that data entry is conducted for event tracking and contact management.
• Maintain and facilitate routine website updates, supporting the production and improvement of website content.
• Maintain program resource documents on the active fellow’s portal, website and shared drive.
• Create program outreach resources (fliers, announcements, slide decks), proposes ideas for and orders outreach promotional items.
• Edit and format project reports and other documents including general copy editing, editing for content, and ensuring compliance with award requirements.
• Other duties as assigned.

Minimum Qualifications

• Minimum 5 years of administrative support experience (vendor management, contract support, procurement, data management). Completion of a Bachelor’s degree may replace 1 year of experience.
• AA degree is required, or you can substitute with two additional years of related experience.

Other Qualifications

• Experience with website (WordPress or other CMS platforms), email marketing (Constant Contact, MailChimp, or other) and social media (Twitter, LinkedIn) tools.
• Proficient skills in Microsoft Office including: Word, Excel, PowerPoint, and Outlook.
• Proficient skills in using Zoom, Smartsheet, Concur, Google Drive, Calendly and Microsoft Teams preferred.
• Ability to updated CRM, website, and use design tools such as Canva.
• Excellent communication, oral, writing and editing skills.
• Proven critical thinking and organizational skills.
• Strong attention to detail and high level of accuracy.
• Ability to use brand guidelines to modify and update content, including visual imagery.
• Ability to maintain confidentiality in all aspects of client, staff, and program information and exercise proper discretion and judgment.
• Ability to communicate and establish effective working relationships with diverse groups, and interact effectively with coworkers, partners, and external vendors.
• Problem-Solving: ability to identify and resolve problems in a timely manner or develop alternative solutions.
• Ability to make independent decisions following standard policies and procedures and to work independently in a remote setting.
• Bachelor’s degree is preferred.

PHI WORKFORCE MANDATORY COVID-19 VACCINATION POLICY

Per the PHI Workforce Mandatory COVID-19 Vaccination Policy, it is a condition of employment for all domestic based employees to be fully vaccinated for COVID-19, unless they are granted a reasonable accommodation under applicable law.

New hires need to provide proof of full vaccination prior to their start date or apply for an exemption/accommodation within three business days after their start date. Depending on the circumstances, new hires who do not comply with this Policy, or who cannot be reasonably accommodated, will either have their employment suspended or terminated. Candidates who are non-compliant will have their offers rescinded.

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-REMOTE

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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.