Menu

Operations Coordinator

Posting Number: #1370

Position Title: Operations Coordinator

Closing Date: October 7, 2022

Location: Remote, USA

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.

Position Summary

The Public Health Alliance of Southern California (Public Health Alliance), is seeking a full-time Operations Coordinator to provide coordination support for a variety of administrative functions, including finance, contracting, purchasing, reimbursements, scheduling and meeting support. The Operations Coordinator will support the Executive Director by managing their calendar and coordinating meetings with the Public Health Alliance team, Leadership Council and outside parties.

About the Public Health Alliance

The Public Health Alliance of a Southern California (Public Health Alliance) is a coalition of the executive leadership of ten local health departments in Southern California, whose members have a statutory responsibility for the health of nearly 60% of the state’s population. The Public Health Alliance works to mobilize the transformative power of local public health for enduring health equity. We believe that Southern California should be a place where everyone has the opportunities and resources necessary to live a healthy and productive life. To learn more about the Alliance’s meaningful work visit https://www.thepublichealthalliance.org/. The Public Health Alliance is fiscally administered by the Public Health Institute.

Employment Type: Full Time

Essential Duties & Responsibilities

Executive Support

  • Manage the daily schedule of the Executive Director (ED) and work closely with them to ensure efficient and timely calendaring of internal/external meetings and phone calls.
  • Field incoming requests and help prioritize tasks for the ED.
  • Assist with onboarding new staff on administrative processes.
  • Provide support in the preparation for meetings including printing materials, confirming meetings, sending out meeting logistics and call information.
  • Review, prepare and process credit card reconciliation statements, invoices and other routine finance tasks, and create systems for tracking.
  • Organize, systematize, and maintain files.
  • Create manuals of office protocols as needed.
  • Coordinate ED’s public appearances, meetings, and travel.
  • Create and maintain current list of public appearances, publications, and press mentions for ED.
  • Exercise excellent judgment and discretion with highly confidential information.
  • Process expense reports and reimbursements for ED.
  • Manage contacts for ED, prioritizing key communications and contacts.
  • Lead, and execute on various team events, socials, and offsite meetings.
  • Collate agenda items for all-staff meeting agenda items; take detailed meeting minutes.
  • Work cross-functionally to ensure communication is efficient and clear between collaborators.
  • Support proposal development and submissions.
  • Other administrative duties, including editing and formatting documents, and copying.

Meeting and Event Planning and Support

  • Manage logistics for staff meetings and other events.
  • Facilitate travel logistics (flights, visas, hotel, travel insurance).
  • Manage registrations for main conference events for ED and other team as needed.
  • Draft and send invitations to Alliance events, manage RSVP’s, and confirm participation.
  • Provide support for meetings such as scheduling, preparing materials, editing, and formatting documents, materials, and reports, e-mailing reminders, taking and transcribing minutes, providing audio-visual support, room set-up and break-down, and ordering food/drinks.

Communication System Development and Maintenance

  • Maintain program’s communication systems, including accurate databases (creating, populating, and maintaining), multiple e-mail lists and contact lists, and respond to phone and e-mail requests in a prompt and courteous manner.
  • Serve as the point of entry for general phone and e-mail inquiries, responding or redirecting as needed.

Website Management 

  • Help with program website by adding new information, updating existing information, and coordinating entries from other colleagues.
  • Utilize Google Analytics and other appropriate web metric services to analyze user data and recommend changes to web content and/or format.
  • Serve as liaison to web developer, as needed, ensuring that requested changes from staff are implemented in a timely fashion.

Other:

  • Additional duties as assigned by the ED, direct supervisor, or other team members.

Minimum Qualifications

  • Minimum 5 years of related work experience, including at least 1-2 years’ experience supporting a C-level Executive.
  • Associate degree is required, or substitute with two additional years of related experience.

Other Qualifications

  • Experience with web-based scheduling, conferencing, and collaboration tools.
  • Experience with coordinating complex schedules and logistics.
  • Proven ability to interact professionally with internal team and collaborators.
  • Proficiency with Microsoft Office Suite, Office 365.
  • Ability to work on multiple projects, lead priorities and accurately set expectations.
  • Extraordinary time management skills, attention to detail, organizational and analytical skills.
  • Ability to quickly learn new technologies; experience in using technology to improve work efficiency.
  • Ability to maintain complete confidentiality on all business matters.
  • Ability to effectively communicate and collaborate with a diverse range of people and job functions.
  • Excellent verbal and written communication skills.
  • Ability to remain energetic and positive in a fast-paced and demanding environment.
  • Excellent common sense and ability to make appropriate judgment calls.
  • Works well with a variety of personalities; embraces teamwork.
  • Ability to travel occasionally throughout the Southern California region and the State of California post-pandemic if needed.
  • Bachelor’s degree is preferred.

COMPENSATION & OTHER POSITION DETAILS

  • Pay: $59,759 to $72,666 per year. The typical hiring range for this position is $59,759 to $72,666 per year based on 100% FTE. The starting salary is determined based on the candidate’s knowledge, skills and experience.
  • This is a full-time, remote position with a preference for candidates located in Southern California.
  • Occasional travel may be required throughout the Southern California region and the State of California post-pandemic.
  • The Public Health Alliance is fiscally administered by the Public Health Institute (PHI). This position is eligible for PHI’s full suite of benefits including but not limited to medical, dental, and vision coverage, health care and dependent care flexible spending accounts, and generous time off.
  • The application deadline is October 7, 2022.

ORGANIZATIONAL RELATIONSHIPS:

This position reports to the Public Health Alliance’s Director of Administration & Climate Initiatives, and works collaboratively with Public Health Alliance members and staff, consultants, and other partners to advance health equity and racial justice.

 

HOW TO APPLY

  • Please apply here and submit a cover letter and resume as part of your application. Paper or email applications will not be considered.

 

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

Close

Achieving Vaccine Equity: Resources & Best Practices to Bring Down Barriers

To stop the spread of COVID-19, we must ensure easy, equitable access to vaccines—starting with communities that are made most vulnerable due to systemic inequities. Find tools, resources and best practices to support vaccine equity in your community.

See resources, tools, videos & more

Continue to PHI.org