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 Administrative Assistant III will support the administrative and financial management of the projects in the Pacific ADA/Center on Disability at Public Health Institute (PHI). Duties will include assisting in budget management, tracking expenditures, supporting reimbursement process, assisting in contract administration and invoicing, helping to organize meetings and events, supporting and managing administrative aspects of programming, keeping detailed records of project activities, and assisting with information dissemination through websites and social media.
This is a remote position that is expected to travel locally within the Oakland/Berkeley areas to perform administrative duties. Candidates based in the San Francisco Bay Area are welcome to apply.
Full pay range for this position: $24.59 to $34.62 per hour. The typical hiring range for this position is from $24.59 (minimum) to $29.60 (midpoint) per hour. The starting wage is determined based on the candidate’s knowledge, skills, experience, as well as budget availability.
Employment Type: Full Time
Essential Duties & Responsibilities
Financial
- Assist with preparation and tracking of annual subcontracts and subcontractor payments.
- Prepare invoices and billings as needed.
- Maintain records of all billings, invoices, and receipts.
- Assist with budget management and monitoring of all subcontract statistics for accountability.
- Assist with credit card reconciliation process.
Administrative
- Schedule and coordinate logistics for staff and partner meetings.
- Communicate with and secure required information from vendors.
- Handle conferences and event logistics, including vendor communication, registration, travel reimbursements, and materials.
- Record-keeping: Responsible for all administrative filing, including keeping track of all hard copy and electronic folders for subcontracts.
- Schedule, draft, and send project listserv announcements.
- Regularly check PO box, scan mailings for staff, and prepare outgoing mail.
- Perform data entry and statistical compilations.
- Assist with retrieving data for annual reports.
- Order and maintain office supplies.
- Answer phone calls and create correspondence.
- Assist with updating and maintaining websites, social media, and newsletters as needed.
- Provide logistical support to program partners for Pacific ADA initiatives.
- Assist with documenting translation between English and Spanish, communicate to Spanish-speaking callers, and outreach to Hispanic and Latino/a/x community partners.
- Ability to travel locally within the Oakland/Berkeley areas to perform administrative duties such as checking the PO box, picking up or delivering items to the storage unit.
- Complete other administrative assistance and duties as assigned.
Minimum Qualifications
- Four years of related administrative, clerical, and accounting experience.
- High school diploma.
Other Qualifications
- Proficiency in verbal and written Spanish skills required.
- Budgetary management experience or training preferred.
- Website management and social media experience desirable.
- Good oral and written communication skills.
- Proficiency in basic software – Outlook, Word, PowerPoint and Excel especially.
- Proficiency in publishing software desirable but not required.
- Ability to work as a team member.
- Ability to work well with a diverse group of people.
- Ability to travel locally within the Oakland/Berkeley areas to perform administrative duties such as checking the PO box, picking up or delivering items to the storage unit.
- Associate degree or relevant certifications preferred.
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
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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.
