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Program Associate I

Posting Number: #1162

Position Title: Program Associate I

Closing Date: Until Filled

Location: Remote position in California. Bay Area are preferred

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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.

Program Summary

The CA Bridge Program is saving lives by making it possible for people who use drugs to get treatment at any emergency room in the state, whenever they need it. While hospitals commonly treat overdoses, most medical providers do not treat the actual addiction. Despite the fact that medication for opioid addiction is highly effective, it is not easy to get. In fact, there are so many barriers to getting help with addiction that illicit drugs are more accessible than the treatment to get off of them.

CA Bridge is changing the way substance use treatment is provided in California. Through resources and support to clinicians, counselors, and pharmacists, we are making hospitals and emergency room access points for the treatment of substance use disorders. Our goal is that all California hospitals will treat opioid addiction by 2023, and all substance use disorders (SUDs) by 2025. We are committed to reducing racial disparities in the negative consequences of substance use.

CA Bridge is located within the Public Health Institute (PHI), a nonprofit organization dedicated to promoting health, well-being, and quality of life for people throughout California, across the nation, and around the world. PHI is at the forefront of research and innovations to improve the efficacy of public health and was distinguished as one of the top 50 “Best Non-Profit Organizations to Work For” nationwide by the NonProfit Times.

Position Summary

The goal of the Program Associate will be to support office administration and organization, scheduling and calendar management, IT, document management, and program communications including materials preparation and virtual and in-person event logistics.

This entry-level position offers an excellent opportunity to support cutting-edge work on addiction with a diverse, creative, and exceptionally committed team.

Pay: $26.17 to $31.74 per hour. The typical hiring range for this position is $26.17 to $31.74 per hour. The starting wage is determined based on the candidate’s knowledge, skills and experience.

Essential Duties & Responsibilities

Office Administration

Ensure timely, effective, and efficient functioning of program’s administrative and logistics systems.

  • Correspondence: manage incoming and outgoing correspondence including management of the primary CA Bridge phone number and email address.
  • Supplies: source and order office supplies; manage inventory of program resources including supplies and equipment.
  • Finance: support financial administration tasks such as credit card and payment reconciliations and travel and other expense claims.
  • IT: provide technical support for technology hardware and software and serve as liaison with the program’s IT support provider.
  • Onboarding: train staff on program systems including software, finance, administration, and other office operations as needed.
  • Calendaring: assist Executive Director and Clinical Directors in scheduling meetings and coordinating calendars.
  • Travel: make travel arrangements for staff and Directors, including flight and hotel bookings, manage and coordinate communications with staff and participants related to travel and reimbursements.
  • Document management: ensure proper file organization and management; prepare document templates, review and edit documents as needed.
  • Program materials: Coordinate printing, assembly, and distribution of program materials to program participants.

Community Engagement and Program Support

Ensure smooth operations and logistics to support the learning and engagement of program participants.

  • Coordinate logistics for virtual events (e.g., provide technical support for webinars such as scheduling, coordinating registrations and panelist links, conducting technology checks with speakers, troubleshooting webinars, and other logistics).
  • Assist with logistics for in person events (e.g., booking and setting up venue space, equipment, and refreshments, supporting preparation of final presentations and materials, coordinating team members and temporary staff, and supporting other logistics).
  • Provide live technical support for all events.
  • Collect and conduct data entry and integration for event tracking and contact management and provide support to data reporting on event participation and attendance.
  • Administer community engagement, learning, and contact management systems such as Slack and Zoho CRM.
  • Perform other duties as assigned.

 Qualifications

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 two (2) years of related experience with administrative support.
  • Excellent computer skills in word processing, spreadsheets, presentations, communications; Mac OS preferred; experience with cloud-based file management systems.
  • Proficiency in Google Suite, Word, Excel, and Acrobat required; familiarity with Zoho, Slack, and Zoom preferred.
  • Exceptional orientation to detail with excellent follow-through and careful adherence to rules and procedures.
  • Ability to exercise initiative, be resourceful, and solve problems independently.
  • Exceptional work ethic and ability to manage multiple tasks.
  • Ability to communicate and establish effective working relationships with diverse groups, and interact effectively with coworkers, personnel in partner organizations, and external vendors.
  • History of involvement in public health or social justice issues preferred.

Education

  • Bachelor’s degree in related field is required, or substitute with four additional years of relevant experience.

IMPORTANT INFORMATION

  • This is a full time (40 hours/week) position based in the San Francisco Bay Area.
  • This is a remote position with the option for using co-working space. The incumbent is required to work in person as needed, such as when handling mails and items in our storage locker, etc. Candidates in the Bay Area are preferred.
  • CA Bridge offers a supportive work environment with tremendous learning opportunities and competitive pay rates.
  • This position is eligible for PHI’s full suite of benefits including but not limited to 403b benefits, medical, dental, and vision coverage, health care and dependent care flexible spending accounts, commuter benefits, discounted gym membership, and generous time off. Click here to view benefits.

HOW TO APPLY:

To apply for this opportunity, submit your cover letter and resume via this link. In your cover letter, please describe the extent of your related experience and why you feel you are an excellent candidate for this position.

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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