Operations Associate

Apply Here

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.

PHI was distinguished as one of the top 50 “Best Non-Profit Organizations to Work For” by the Non-Profit Times in a national search.

Position Summary

The original FACES for the Future Health Scholars program was established in 2000 at Children’s Hospital of Oakland; in 2011 FACES programs moved under the fiscal sponsorship of Public Health Institute, which allowed the creation of FACES for the Future Coalition (www.facesforthefuture.org). The Coalition, now national, both runs its own programs in California and New Mexico and supports affiliate members in San Diego and Colorado. Innovative and health careers focused, there are three main FACES programs: Health Scholars, Public Health Youth Corps, and the Summer Medical Academy. All FACES programs serve public high school students interested in public, medical, behavioral and global health careers. The Coalition’s work also includes new program and curriculum development, technical assistance consulting, evaluation, marketing and communications, and fund development.

The Operations Associate is responsible for providing day-to-day administrative assistance to the Coalition’s leadership team, and support that is more of an operational nature to the whole team, including Program Coordinators, VISTAs, etc. The Operations Associate is both an internal role and an external role as it includes functions like answering our main FACES phone line and information emails.  If the Operations Associate is local to Oakland, CA, there are periodic in-person needs such as work in PHI offices, at our storage unit, and some events are local.

This is a regular part-time, 50% FTE position with a work schedule of 20 hours per week. This position is currently remote and is expected to remain a remote position for the foreseeable future. This position is required to work during Pacific Standard Time (PST) core business hours.

Full salary range for this position: $28.26 (minimum) to $40.29 (maximum) per hour. The typical hiring range for this position is from $28.26 (minimum) to $34.28 (midpoint). The actual starting salary is determined using a variety of factors, such as the candidate’s knowledge, skills, and experience, as well as internal equity consideration and budget availability.

Note that this position may work directly with young people and therefore will require a clear background check for hire.

Essential Duties & Responsibilities

• Give daily administrative support to the Coalition leadership team, especially the Founding Director and Deputy Director, with responsiveness, resourcefulness and creativity (e.g. scheduling).
• Maintain the team calendar and Coalition and all-team recurring meetings, coordinating and scheduling meetings according to team members’ availability.
• Create Zoom meeting links and communicate with meeting attendees around logistical details; assist with troubleshooting any online meeting / tech issues that arise.
• Take notes at FACES staff and team meetings and retreats (and external meetings if requested) and distribute in timely manner.
• Support the logistical and operational needs of FACES events, e.g. by booking space, ordering catering, and communicating with host sites.
• Assist in preparing external communications as assigned, e.g. newsletters, slideshows, social media posts, reports, and print materials.
• Answer queries and communications from external stakeholders with alacrity and professionalism, e.g. to the FACES main phone line.
• Support the onboarding of new colleagues and the offboarding of departing team members.
• Triage IT support requests from the FACES team: help with easier tasks or liaison with IT company to arrange support for more complicated needs.
• Proactively maintain billing and customer service relationships with FACES service accounts.
• Compile monthly credit card reconciliations for all FACES credit cards, supplying all documentation including participant lists and activity data and assigning proper funding codes—and working with the Program Administrator and cardholders for review and approvals.
• Process check requests, program participant stipends, and other forms of payment due internal and external parties in a timely manner, communicating the process and expectations.
• Prepare, or help prepare as directed, budgetary and financial reports and projections.
• Arrange and coordinate travel schedules and reservations.
• Order supplies and catering as requested and in collaboration with other team members, shipping as necessary.
• Maintain FACES supply inventories and organization, managing operational procedures around the FACES storage unit and incoming deliveries.
• Maintain and keep up-to-date tracking and organizational tools such as the gift tracker and writeups of operational procedures.
• Perform other duties as assigned.

Minimum Qualifications

• Minimum four (4) years of relevant experience.
• Strong oral and written communication skills.
• Strong attention to detail.
• Strong independent worker and team player, demonstrating excellent judgment and discretion with the ability to handle sensitive or confidential matters.
• Demonstrates Initiative, resourcefulness, and flexibility.
• Ability to self-identify and correct errors.
• Disposition towards improving students and communities we serve.
• Proficiency with Zoom and Microsoft Office Suite with the ability to learn new software, as necessary.
• Clear criminal background check required.

Education

• AA degree (two years of college) or two (2) additional years of related experience is required.

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.

Additional information about PHI’s benefits and compensation offerings can be found here.