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Administrative Manager

Posting Number: #1274

Position Title: Administrative Manager

Closing Date: Until Filled

Location: 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

The primary purpose of this position is to provide administrative oversight of ARG daily operations, support the National Alcohol Research Center, and provide leadership in collaboration with the ARG Scientific Director & Executive Committee.

Direct supervision may include at least three direct reports: Financial Analyst III, Desktop Support Supervisor and additional support staff.

Remote work is possible, but candidates with the ability to work in the office located in Emeryville, California 1-2 times a week as needed are preferred.

Pay: $93,201 to $104,999 per year. The typical starting range for this position is $93,201 to $104,999 based on 100% FTE. The starting salary is determined based on the candidate’s knowledge, skills, and experience.

Employment Type: Full Time

Essential Duties & Responsibilities

    ARG ADMINISTRATION OVERSIGHT AND LEADERSHIP:

  • Serve as an administrative liaison to the parent organization, the Public Health Institute (PHI). Represent ARG Interests to Develop and maintain strong relationships with PHI Central staff and directors of all key operations departments.
  • Oversee implementation of ARG and PHI Policies and Procedures as appropriate.
  • Promote interdepartmental teamwork and coordination across all ARG overhead (IDC) supported departments to assure efficient functioning. Convene regular administrative team meetings to improve integration of overhead services.
  • Provide consultation or mediation to ARG staff as needed and in conjunction with PHI’s HR Department.
  • Serve as staff on the ARG Executive Committee and work closely with the Executive Committee /Scientific Director to develop monthly agendas, establish priorities, and help develop policies.
  • Work with ARG Scientific Director to assure strong administrative support of scientist grant development, and financial management, and operational needs of existing grants.

   ARG OPERATIONAL SUPPORT:

Develop, Monitor and Forecast ARG administrative/overhead

  • In collaboration with ARG Financial Analyst develop ARG operational/overhead budget and submit to PHI for determination of ARG IDC rate.
  • In collaboration with ARG Financial Analyst monitor operational budget monthly and assess whether adjustments are needed based on expenditures and revenues.
  • Authorize all charges to overhead budget including expenses (signing check requests, purchase orders).
  • Forecast long-term operational budget needs; consult with Financial Analyst to determine funds available.

General Administration

  • Oversee daily operation of ARG.
  • Meet regularly with Center and Scientific Directors to anticipate and address center-related and general scientist operational needs.
  • Provide direction/supervision of ARG Financial Analyst III and IT Desktop Support Supervisor.
  • Serve as liaison with PHI regarding administrative matters. Key departments include HR, Grants & Contracts, Bid & Proposal, Legal, Office of Research Administration and Agreements (ORAA), Facility Operations and provide assistance to PHI as needed with ARG Lease Agreements.
  • Serve on ARG subcommittees as needed to facilitate communication.
  • Act as a primary resource for ARG staff on PHI and ARG policies and procedures; recommend and develop revisions to PHI and ARG policies and procedures as needed.
  • Initiate and monitor special projects. Manage scheduling; arrange meetings and assure provision of meeting-related support as needed.

Personnel

  • Assure compliance with PHI HR Policies and Procedures.
  • Maintain confidential personnel and salary records.
  • With Scientific Director periodically review scientist salaries for equity & review job descriptions / career tracks for scientists, biostatisticians, research and administrative staff; and update as needed.
  • With Scientific Director periodically review scientist salaries for equity & review job descriptions / career tracks for scientists, biostatisticians, research and administrative staff; and update as needed.
  • Backup ARG Financial Analyst, in review, coding and approval of timesheets.
  • Assist PIs and other managers with transitions of staff (e.g., recruitment, hires, terminations, leaves of absences, etc.).
  • Prepare personnel forms to be submitted to PHI HR; provide needed support for merit reviews.
  • Develop and implement new-employee orientation to ARG for new staff.

Facilities

  • Manage legal agreements including the building lease and insurance.
  • Finalize organization-wide business transactions, including consultant & service provider contracts, building and equipment leases and insurance in conjunction with PHI.
  • Troubleshoot all facility related issues and maintenance.
  • Coordinate purchase and maintenance of all facility equipment and furnishings e.g., phone system, suite security (excluding computers equipment including PCs, server and printers).
  • Oversee interactions with building management and owners.
  • Interact with and monitor vendors regarding bids, purchases, leases, maintenance agreements, services (including janitorial, copier leases, etc.).
  • Coordinate and manage moving materials to off-site storage; moving furniture and office contents in coordination with the Space Committee and office occupants.
  • Handle office assignments/relocation in coordination with Space Committee Serve as facilities interface with building management personnel as needed for delivery/installation.

    OTHER JOB FUNCTIONS:

  • Help support ARG Strategic Planning efforts as needed in conjunction with ARG’s Scientific Director and Executive Committee.
  • Other duties as required.

Minimum Qualifications

  • Seven (7) years of increasingly responsible, relevant experience in public health, public administration, personnel management, or related fields, with expertise in human resource issues and personnel.
  • Experience in working with diverse groups and organizations in fostering creative and productive work environments, demonstrating commitment to diversity, equity and inclusion.
  • Bachelor’s degree preferably with emphasis in business or finance, or you can substitute with four additional years of related experience.

Preferred Qualifications

  • Experience working at a management level within a similar institution preferably with a research focus, providing financial, personnel and general administrative leadership.
  • Experience developing and monitoring operational budgets.
  • Experience leading and supervising multiple staff.
  • Be skilled in organizational management and human relations and is committed to the smooth functioning of the overall operation.
  • Ability to motivate and provide leadership for a diverse administrative and grant support staff, including research/administration support and scientific staff.
  • Ability to understand and oversee a number of complex budgets in support of a Financial Manager.
  • Proficiency in Microsoft Office Suite. Flexibility, patience, and excellent computer and interpersonal communication skills.
  • Ability to work independently in a busy research environment, prioritize among competing demands, complete tasks on time, and accept constructive feedback.
  • Be organized, self-motivated and work under deadline pressures.
  • Advanced degree (e.g., MS, MPH, MA) desirable, but not required.

 

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.

 

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

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.

TTH volunteers, United Against COVID

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