Administrative Assistant III

Public Health Institute; Oakland (CA); Remote; USD 10,000 - 60,000; Full time

Job summary

A nonprofit health organization is seeking an Administrative Assistant III to support its Center for Health Leadership and Impact. This remote, full-time position involves managing schedules, supporting onboarding, and providing program assistance. Ideal candidates should have significant clerical experience in public health, a high school diploma, and strong communication and interpersonal skills. The role offers a competitive hourly wage ranging from $25.86 to $36.40.

Qualifications

• Four years of related clerical, administrative, and accounting experience.
• Experience in public health and program administration.
• Experience in arranging travel and meetings.

Responsibilities

• Manage center calendar and scheduling.
• Assist with onboarding and offboarding processes.
• Prepare and submit conference abstracts.
• Provide program support and manage invoices.
• Research software options for CHLI.

Skills

Attention to detail

Strong oral communication

Interpersonal skills

Time management

Computer skills

Education

High school diploma or equivalent

Tools

Microsoft Office

Mailchimp

Job description

Program Summary

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.

Job Description

SUMMARY:

As a Center of the Public Health Institute, the mission of PHI's Center for Health Leadership and Impact (CHLI) is to advance health by increasing leaders' capacity to transcend boundaries and transform their communities. Through the use of blended learning modalities, CHLI leads programs for teams, coalitions, and networks to advance leadership skills and reduce health inequities.

The Administrative Assistant III position is responsible for assisting in operational and programmatic functions of the Center, including the staff and AmeriCorps VISTA members as well as the Center's portfolio of programs including leadership, workforce and overdose prevention programs.

The position provides a full range of administrative and program support to CHLI including complex program calendaring, communications, and project support.

This is a remote, temporary, full-time position that is expected to have a schedule of 40 hours per week for no more than 89 days. The position is required to work during core business hours for the Pacific Time zone.

Full pay range for this position: $25.86 to $36.40 per hour. The typical hiring range for this position is from $25.86 (minimum) to $31.13 (midpoint) per hour. The starting wage 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.

Employment Type: Full Time

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

• Center calendar management
• Analyzes availability and provides regular scheduling support for CHLI's director and programs, including complex meeting planning with multiple internal and external partners, virtual training series and events, technical assistance sessions, and internal and external meetings. Also schedules for management team as needed.
• Maintains and updates list of program events in Excel.
• Monitors scheduling inbox and scheduling area of CHLI's project management platform (Monday.com) to respond to meeting requests.
• Translates email requests into project management tasks following the process on Monday.com. This includes gathering and consolidating pertinent details and making regular progress updates.
• Works with operations team to improve processes related to scheduling, use of Outlook, and reporting staff schedule changes.
• Onboarding, offboarding and common review support
  • Manages onboarding, offboarding and common review processes on Monday.com.
  • Creates calendar blocks for tasks related to onboarding (e.g., training time), offboarding and the common review process, communicating with management team as needed.
  • Manages onboarding process on Monday.com to ensure all tasks are created, assigned and dated and that process keeps moving.
  • Ensures that project management process for common review is on track, and that various calendar blocks are held each year for the common review process, communicating with management team as needed.
  • Orients new staff hires and AmeriCorps VISTA members to admin processes.
  • Coordinates with operations team, supervisors and management team to ensure new employee and VISTA calendars are populated with the appropriate meetings and trainings during their onboarding period.
  • Offers support as a resource and assistance with any questions/concerns.
  • Maintains and updates the calendaring guidelines and meeting request form and works with operations manager to align the two.
  • Prepares agendas for weekly staff meetings by maintaining employee birthday and anniversary lists, creating agenda of announcements and upcoming events, suggesting topics for discussion, and performs other meeting-related support.
  • Records and updates recordings for CHLI phone system, including main menu and main voicemail box.
  • As needed support with Mailchimp (communications software), and Zoho (database).
• Conferences
  • Prepares and submits abstracts.
  • Registers staff on conference portals.
  • Manages conference speaker details for presenting staff.
• Program support
  • Works with director to order MBTI tests as requested by management and program staff.
  • Submits invoices and ensures test results are properly recorded.
• Performs other duties as needed in support of the Center.
• Other operations
  • Researches and reviews software options for compatibility with CHLI processes and needs.
  • Monitors general CHLI mailbox, scheduling mailbox, and general CHLI voicemail to triage and respond to or forward incoming messages, alerts, invoices and receipts.

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

• Four (4) years of related clerical, administrative, and accounting experience, including experience in public health and/or program administration and experience in arranging travel and meetings.
• High school diploma or equivalent.

Other Qualifications

• Good attention to detail.
• Strong oral communication skills, including translating technical material for a lay audience.
• Strong interpersonal skills - ability to communicate and establish effective working relationships with all levels within the organization, and interact effectively with co-workers, customers, and other stakeholders.
• Ability to make independent decisions following standard policies and procedures and to work independently with limited supervision.
• Teamwork skills: ability to balance team and individual responsibilities and support others' efforts to succeed.
• Ability to function in a fast-paced environment, make simultaneous progress on multiple tasks, and meet deadlines.
• Good computer skills including Microsoft Office apps, Mailchimp and online research.
• Ability to exercise initiative, be creative, and be resourceful.

Equal Employment Opportunity

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.

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

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

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 [e-mail].