Fellowship Support Specialist
Posting Number: #1129
Position Title: Fellowship Support Specialist
Closing Date: Until Filled
Location: Oakland, CA (Remote)
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.
The PHI/CDC Global Health Fellowship Program, through a five-year cooperative agreement with the US Centers for Disease Control (CDC), provides recent graduates of the Council on Education for Public Health (CEPH)-accredited schools and programs in public health an outstanding training opportunity to learn from leading global health experts in CDC headquarters in Atlanta as well as various CDC posts throughout the developing world. The training offered through 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. The PHI/CDC Global Health Fellowship Program currently supports 80+ fellows working directly with the CDC, gaining hands on global health training and experience in one year fellowship placements. Fellows are based in Atlanta, GA, Washington, DC, and various overseas locations.
Supervised by the Fellowship Support Lead, the Fellowship Support Specialist will provide a high-touch customer service level of support to all fellows. This includes providing support to the onboarding and orientation process, review, and track travel requests, clarify and ensure compliance with program policies and monitor global events. This position is based in Oakland, CA and due to COVID-19 this position will work remotely with occasional in person meetings.
Essential Duties & Responsibilities
- Support the onboarding of new fellows, collect and compile hiring paperwork, draft agreement packages and provide coordination assistance for the new fellow orientation as needed.
- Assist with tracking fellow’s completion and certificates for CDC trainings, fill out registration forms and follow up for payment receipts.
- Support administrative needs for outreach (ex: printing, ordering supplies, shipping materials, completing registration forms, etc.).
- Participate in informational interviews and support the coordination and execution of program hosted events.
- Input and maintain fellow’s data in the program databases. Generate reports and make updates/revisions to the system as needed. Work with database vendor for training, system updates and technical issues. Conduct research and reports on any system upgrades and or new system needs.
- Track and collect fellowship support and reporting documents.
- Manage the travel request inbox and coordinate approvals with the Fellowship Support Lead.
- Monitor global events, check in with fellows and escalates concerns within the program.
- Coordinate and participate in quarterly fellowship check-in calls.
- In collaboration with the Fellowship Support Lead, troubleshoot fellows’ administrative and logistical issues; appropriately escalate issues to Program Manager (PM) as needed.
- Interpret and provide clarity to fellows regarding program policies and processes.
- Maintain and update program systems, documents, templates, and forms as needed.
- Prepare and track fellows agreements and amendments.
- Format and upload documents to the active fellow’s portal, website, and shared drive.
- Conduct initial research, draft and/or provides feedback on drafted program resources and documents.
- Order business cards for fellows.
- Provide overall administrative support to the program team and backstops as needed.
- Other duties as assigned.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
- Minimum 2 years of related experience including office administration experience in a high-demand customer service environment.
- Experience supporting a global organization and familiarity with CDC or other Federal Agency regulations and policies preferred.
- Strong customer service values and the ability to incorporate an exceptional level of customer service in all policies, procedures, and practices.
- Excellent critical thinking and organizational skills.
- Teamwork skills: ability to balance team and individual responsibilities and support others’ efforts to succeed.
- Problem-Solving: Proven ability to identify and resolve problems in a timely manner and when needed develop alternative solutions.
- Strong interpersonal skills: Demonstrated ability to communicate and establish effective working relationships with all levels within the organizations, and interact effectively with co-workers, customers, and other stakeholders.
- Excellent computer skills in Microsoft Office including Word, Excel, PowerPoint, and Outlook.
- Experience using Zoom, Microsoft Teams and Calendly are highly desirable.
- Bachelor’s degree in related field is required, or substitute with four additional years of relevant experience.
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
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.
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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.