Administrative Assistant III

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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.

Position Summary

The Administrative Assistant III is a new position that will support a dynamic group of highly motivated, values-driven, and effective colleagues with State of Equity. State of Equity is a small, 8-person organization that is a program of the Public Health Institute (PHI). State of Equity’s mission is to “transform public institutions to advance racial equity and health through capacity building, government accountability, and community partnerships.” We organize, convene, develop leadership, and connect policy issues within government to advance racial justice and health equity, and are recognized as a national and global leader in embedding racial and health equity strategies in government practices. You can learn more about our work here: https://stateofequity.phi.org/.

This position is responsible for providing administrative and clerical support to State of Equity. The incumbent may help with preparing materials for agreements (contracts), organizing files and records, developing tracking systems, scheduling and logistics for multi-participant meetings (virtual and in-person), and creating budget and financial reports.

We are committed to a culture of collective care, and this includes supporting flexible schedules while also maintaining accountability for our workloads and to our teammates.

This position can be full time or part time, with the flexibility of working between 75% and 100% FTE (30 to 40 hours/week). Candidates available to work between 75% and 100% FTE are welcome to apply. The FTE will be determined upon hire.

As part of our commitment to a culture of collective care, we support flexible schedules while also maintaining accountability for our workloads and to our teammates.

This position is fully remote and is required to attend in-person meetings in Sacramento, CA 2-4 times/month. Preference will be given to candidates who live in the Sacramento or San Francisco Bay Area region.

The typical hiring range for this position is from $24.59 (minimum) to $29.60 (midpoint) per hour. Full pay range for this position: $24.59 to $34.62 per hour. The starting wage is determined based on the candidate’s knowledge, skills, experience, as well as budget availability.

Essential Duties & Responsibilities

• Prepare materials for agreements (contracts).
• Develop and maintain clear administrative processes and procedures for cloud-based filing systems of all daily office routines including grants, contracts, budgets, events, and communications (i.e., SharePoint, Google Drive, Slack).
• Support record-keeping and tracking for fundraising efforts (including tracking contacts, submission materials, and deadlines).
• Coordinate Executive Director’s schedule and make appointments.
• Arrange conference calls and Zoom meetings (including coordinating schedules of multiple participants).
• Arrange travel as needed.
• Prepare all invoices, travel claims, check requests, credit card bill and other financial payments.
• Conduct research on potential costs or vendors, compile results, and summarize findings.
• Provide logistical support for in-person meetings or conferences (tracks RSVPs, arranges reservations, food, facilities).
• Order and maintain supplies and equipment.
• Point of contact for equipment maintenance, tech support provider, and software license subscriptions.
• Stay up to date on PHI practices and procedures, including participating in monthly Finance Administrative Network (FAN) meetings.
• Participate in team-wide staff meetings, community-building, strategy sessions, learning opportunities, and planning as appropriate.
• Attend in-person meetings in Sacramento, CA 2-4 times a month.
• Perform other duties as assigned.

Minimum Qualifications

• 4 years of related experience.
• High School diploma or equivalent.

Other Qualifications

• Ability to work independently and be accountable to a larger team in a remote work environment.
• Strong oral and written communication skills.
• Skilled in organizing files in a cloud-based system.
• Skilled in tracking progress and deadlines.
• Strong computer skills and track record learning new software including Word processing, spreadsheet, and Outlook calendars.
• Excellent organizational skills, accuracy, and attention to detail.
• Exercises initiative and resourcefulness.
• Strong orientation toward teamwork.
• Ability to track and manage a complex workload and competing priorities.
• Committed to values of racial justice and health equity.
• Ability to attend in-person meetings in Sacramento, CA 2-4 times a month.

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.

APPLICATION INFORMATION

To apply, please submit your resume and a cover letter that describes your interest in the position and why you think you are well-suited for this job. This position is open until filled. Application review will begin on November 27.

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.

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