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Administrative Coordinator

Posting Number: #1004

Position Title: Administrative Coordinator

Closing Date: Until Filled

Location: Oakland , CA (Remote)

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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

Reporting to the Director of Operations, this position provides administrative support for the Operations Department and the EVP/ COO.  The Administrative Coordinator performs a wide variety of tasks, requiring strong attention to detail, ability to handle changing priorities, while maintaining confidentiality. In addition, the Administrative Coordinator represents PHI and interacts with PHI executives, staff, vendors and the general public.  Considerable independent judgment is required for this position.

This position is currently remote.

Pay: The typical hiring range for this position is $59,759 to $72,666 annually. The starting wage is determined based on the candidate’s knowledge, skills and experience.

General Duties

  • Provides broad administrative support to the operations team including scheduling, coordinating meetings, and staff committee meetings.
  • Manages various compliance and reporting processes making sure we are completing annual certifications and attestations as required.
  • Compiles reports from various programs including staffing counts, insurance renewals, security clearance certifications or other relevant topics.
  • Acts as liaison with internal and external staff, colleagues and partners (solve problems, screen emails and prioritize meetings).
  • Completes forms and documentation, following PHI internal procedures.
  • Proofreads, edits and finalizes documents, presentations and letters.
  • Participate in the operations team meetings and planning sessions.

Specific duties for the Operations Department

  • Manages department corporate credit card statement, invoices, billing and expenses reconciliation.
  • Supports operations team to establish and maintain detailed tracking of international fellows and sites and data related to business portfolio.
  • Coordinate policy manual revisions and attestation procedures organization-wide.
  • Coordinate quarterly training sessions for program management series, including speaker invitations, participate certifications and updating presentation materials.
  • Create work stream systems for form management, record retention and approval processes.
  • Document and file management of insurance certifications, leases and other important documents that require detailed attention to renewal dates and archives.
  • Creates PowerPoint and other presentation materials on behalf of operations staff.
  • May be required to handle confidential material for compliance and ethics tasks.
  • Participate in organizational wide initiatives and special projects as needed.
  • Assists operations team with assignments as needed.

Qualifications and Experience

  • Minimum 5 years of administrative experience.
  • Excellent administrative skills, with a focus on accuracy, timeliness, attention to detail, tact, and confidentiality.
  • Ability to read and understand business documents, contracts and communications.
  • Ability to adapt to changing priorities, work to deadlines, accept responsibility, and display initiative.
  • Strong problem-solving/organizational/planning/project management skills and work ethic.
  • Effective communication and interpersonal skills, and the ability to interact confidently and credibly in a variety of contexts and at various levels.
  • Ability to work with minimum supervision to manage multiple competing tasks and prepare material that requires strong attention to detail, using succinct language and applying correctly the rules of syntax, grammar, spelling and punctuation.
  • Diplomatic, ability to exercise proper discretion and judgment in giving out information and referring callers.
  • Excellent organizational skills.
  • Excellent Computer Skills including Microsoft Office suite (Excel, PowerPoint, Word) including the ability to schedule meetings in Outlook, use Outlook email, task manager.
  • Familiarity with Salesforce, share point and smartsheets a plus.
  • Experience with back-end website content upload, CMS/CRM/EMS platforms a plus.

Education

  • Associates degree is required or additional two years of related experience. Bachelor’s degree is preferred.

FAIR LABOR STANDARDS ACT (FLSA) STATUS

This position is classified as exempt based on the job duties. However, based on the FTE and salary level of the employee, the employee may be classified as nonexempt.

MANDATORY COVID-19 VACCINATION POLICY

The Public Health Institute has adopted a mandatory COVID-19 vaccination policy that requires employees to be fully vaccinated for COVID-19, unless they are granted a reasonable accommodation under applicable law.

PHI WORKFORCE MANDATORY COVID-19 VACCINATION POLICY

Per the PHI Workforce Mandatory COVID-19 Vaccination Policy, effective January 10, 2022, it is a condition of employment for all employees to be fully vaccinated for COVID-19, unless they are granted a reasonable accommodation under applicable law. Employees starting on or before February 28, 2022 will need to provide proof of full vaccination up to 6 weeks after their start date or apply for an exemption/accommodation within three business days after their start date. Employees starting after February 28, 2022 will 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.

 

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.

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