Administrative Coordinator

Remote (United States)

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.


We are seeking a motivated administrative coordinator to join a team to work with schools and programs of public health in California, community advocacy organizations and local health departments, to develop and provide infrastructure support for The California Alliance of Schools and Programs of Public Health (Alliance). The Alliance collaborates with community advocates including local health departments to create a statewide policy, research and training alliance designed to harness the resources of the schools and programs of public health in California to promote health equity. This initiative will pursue the following 4 objectives: 1) policy advocacy and communication; 2) public health training and practice; 3) community partnership and coalition building; and 4) fund development and sustainability.


The Administrative Coordinator will join our team at an exciting period of growth and expansion. The position coordinates a variety of administrative functions for the program, such as: office management; meeting support; communication system development and maintenance; and website support. The Administrative Coordinator is an important bridge between the Alliance leadership and the collaborating partners, and expertly manages the Executive Director’s schedule and deliverables, while supporting logistics for events. The Administrative Coordinator supports the Executive Director (ED) by managing the ED’s calendar, drafting and editing correspondence to various outside parties, and coordinating travel and public appearances to ensure effective and professional representation. The position also coordinates and executes logistics for Alliance meetings, along with our trips to conferences and events. Alliance works out of the Center for Health Leadership and Impact (CHLI) based at The Public Health Institute (PHI), a leader in global health and development for over 50 years.


Pay: $59,759 to $72,666 per year. The typical hiring range for this position is $59,759 to $72,666 based on 100% FTE. The starting salary is determined based on the candidate’s knowledge, skills, and experience.


Employment Type: Full Time


Essential Duties & Responsibilities

Executive Support

  • Manage the daily schedule of the Executive Director (ED). Works closely with the ED to ensure efficient and timely calendaring of internal/external meetings and phone calls
  • Anticipate the ED’s needs and proactively assemble the appropriate people and resources to solve problems
  • Field incoming requests and help prioritize tasks for the ED.
  • Provide support to key operational functions, as needed, including recruitment and hiring, onboarding, communications, and training
  • Provide support in the preparation for meetings including printing materials, confirming meetings, sending out meeting logistics and call information
  • Form trusting relationships with ED’s team and contacts, including funders
  • Draft executive-level correspondence, external presentations to partners and funders
  • Complete administrative paperwork and create systems for tracking (including invoices, check requests, reimbursement forms, time cards, and budget reports)
  • 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
  • Develop presentations for ED
  • Exercise excellent judgment and discretion with highly confidential information
  • Monitor budget, process expense reports and reimbursements for Executive Director
  • Review and flag emails for Executive Director’s follow-up
  • Manage contacts for ED, prioritizing key communications and contacts
  • Lead, drive, 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
  • Draft event budget, obtain approval from ED, manage and reconcile budget
  • 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
  • Prepare binders with key logistics and programmatic documents for traveling staff
  • 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
  • Provide event management services for all meetings and maintains a meeting budget


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.


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 Qualifications

  • Minimum 5 years of related work experience, including at least 1-2 years’ experience supporting a C-level Executive
  • Experience with web-based scheduling, conferencing, and collaboration tools
  • Experience with complex schedules and logistics
  • Bachelor’s degree is required, or substitute with two additional years of related experience.


Other Qualifications

  • 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
  • Working knowledge of Spanish language is a plus, but not required
  • Master’s degree is preferred


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.


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

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