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Program Assistant

Posting Number: #1138

Position Title: Program Assistant

Closing Date: Until Filled

Location: Oakland, CA

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Rise Up, based at the Public Health Institute, activates women and girls to transform their lives, families and communities for a more just and equitable world through investing in local solutions, strengthening leadership, and building movements. Since 2009, Rise Up’s powerful network of over 600 leaders have successfully advocated for 120 new and improved laws and policies impacting the lives of 135 million people in Africa, Latin America, South Asia, and the U.S.

Rise Up is at an exciting time of growth and expansion—we have a new strategic plan that will maximize the organization’s impact to more effectively support Rise Up Leaders to create large-scale change for gender equity globally.

Position Summary

The Program Assistant is responsible for providing administrative and clerical support to Rise Up’s programs, and supports all administrative processes of Rise Up’s programs working closely with in-country staff and consultants and the Oakland team during program planning, implementation, and monitoring.

This position is currently remote, although ideal candidates are based in the San Francisco Bay Area.

The typical hiring range for this position is $48,585 to $58,493 based on 100% FTE. The starting pay rate is determined based on the candidate’s knowledge, skills and experience.

Essential Duties & Responsibilities

Program Support (70%)

  • Organize and maintain file system, and program documentation in Salesforce and Box.
  • Answer and screen emails, telephone calls, and supports team scheduling.
  • Coordinate international and domestic travel logistics and expenditures (visas, flights, hotel, conference reservations, food, materials, etc.) for staff and program participants.
  • Support the coordination of trainings, workshops and other convenings including document printing, purchasing and preparation of materials and collaterals, and tracking or shipping of inventory.
  • In person administrative support during trainings in California, and possible international travel to trainings and events if needed.
  • Process and reconcile program advances and MOAs, cost reimbursements, invoices, check requests, program credit card reconciliations, and travel expense claims.
  • Compile and share resources with in-country consultants and leaders via quarterly resource emails and as needed.
  • Receive, channel or respond to contact form submissions via the RU website and messages from social media pages.
  • Assist budget development and tracking.
  • Liaise frequent and timely communications with Rise Up subgrantees, partners, and in-country staff and consultants as needed.
  • Update and track the achievements and successes of Rise Up leaders.
  • Input and provide feedback on documents and other materials.
  • Record and transcribe minutes of meetings as needed.
  • Perform other duties as assigned.

Grantmaking/Contracts Coordination (30%)

  • Support the development of consultant SOWs, amendments, and grant agreements with key Rise Up Oakland staff, including disbursement of payments.
  • Collaborate in the development of grantmaking timelines, and participation in grants and contracts meetings.
  • Ensure accurate receipt of relevant grantmaking documents from grantees working with Contracts and Finance Administrator to ensure efficient processing of grantee paperwork.
  • Support data management for Rise Up’s M&E systems including data entry for subgrants and country consultant reports.

 Qualifications

  • Minimum 4 year of administrative or clerical experience required.
  • Good computer skills in Word, Excel, PowerPoint, database software.
  • Good written communication skills.
  • Excellent administration and logistic coordination skills.
  • Demonstrated ability to work with and in diverse communities and cultures.
  • Great organizational skills and attention to detail.
  • Ability to take initiative and adapt schedules and itineraries to fit the needs of the larger team.
  • Good customer service skills.
  • Experience working in a multi-cultural work environment.
  • Fluency in Spanish and English required.

Education

  • High School diploma or associate degree required.
  • Bachelor’s degree is preferred.

Important Information

All PHI employees are required to receive full COVID-19 vaccinations in order to access PHI worksites and/or engage in in-person work activities, unless they are granted a reasonable accommodation under applicable law.

Rise Up is committed to advancing social, gender, and racial justice. We value having a team that brings a wide range of perspectives and identities including ethnicity, race, gender, socio-economic background, language, political and religious beliefs, sexual orientation, and abilities. We believe that the lived experiences of our employees and their unique ideas inspire innovative solutions. As such, we especially seek applications from people who identify as Black, Indigenous, People of Color, transgender, gender-nonconforming, LGBQ+, and people living with disabilities.

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.

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