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Administrative Assistant IV

Posting Number: #314-20

Position Title: Administrative Assistant IV

Closing Date: Until Filled

Location: Bay Area, CA (Remote until further notice)

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Program Summary

The Cypress Resilience Project was founded in 2019 because so many of us experience the impacts of trauma, mental health challenges and grief.  Our mission is to support the inherent resilience of individuals and communities who are managing trauma, experiencing grief and navigating mental health challenges.

Position Summary

The Cypress Resilience Project is seeking a full-time Administrative Assistant IV to coordinate the registration process and logistics for a suite of courses we offer to internal and external customers. This position serves a critical function in the success of the Cypress Resilience Project.  This position will be responsible for ensuring that the entire process from registration to course completion feels smooth and clear for participants and for stakeholder groups.  Administrative Assistance IV will be responsible for inward and outward-facing communications, all aspects of the registration process for Mental Health First Aid (MHFA) certification courses, including navigation of their online systems and providing assistance to participants in using the learning management system, and in-class support during some of the MHFA virtual classes. This position will also assist Director with coordinating logistics for other course offerings, as well as maintaining accurate tracking of all training metrics for grant reporting purposes.

Essential Duties & Responsibilities

  • Interface with individuals and organizations interested in Mental Health First Aid (MHFA), Trauma, and Grief Recovery training, including responding to general questions, scheduling of related meeting/training dates.
  • Coordinate registration and logistics for Mental Health First Aid (MHFA) certification courses:
    • Email notifications to participants throughout the registration process.
    • Support participants in navigating the learning management system used for the virtual course, including troubleshooting system challenges and escalating unresolvable issues to an MHFA support team.
    • Ensure participants meet all requirements for MHFA certification that are set forth by the National Council for Behavioral Health
    • Provide in-class support during virtual classes.
    • Provide similar back-end support for in-person classes, when Cypress returns to in-person training.
  • Coordinate registration and logistics for all other training including Trauma, Grief Recovery training, delivered via a virtual format and in-person when it is safe to do so.
  • Maintain tracking of all delivered courses and course participant lists.
  • Provide additional support for program activities as needed.
  • Assist Director with scheduling meetings.

Minimum Qualifications

  • Associate’s degree required or high school diploma and 2 additional years of related experience required.
  • 5 years of related experience.
  • Strong attention to detail.
  • Strong written and verbal skills.
  • Ability to communicate in a compassionate and professional manner with participants who may be coping with trauma.
  • Comfort with technology, with the ability to navigate challenging systems.
  • Ability to problem-solve.
  • Ability to work well juggling multiple priorities and to meet tight deadlines. Must be flexible, adaptable and responsive to changing work priorities.
  • Comfort with Zoom, and/or other web-based meeting platforms.
  • Proficient in Outlook, Word, Excel, GoogleDocs & GoogleSheets.

Desired Qualifications

  • An interest in the field of mental health and becoming a Mental Health First Aider is preferred.

Important Information

  • This is a full-time position.

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.

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.

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