Administrative Assistant III

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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.

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.

The Alcohol Research Group (ARG), a longstanding program under the auspices of the Public Health Institute, conducts and disseminates high-quality research on the epidemiology of alcohol consumption and problems including related health disparities, alcohol health services research, and alcohol policies while also training future generations of alcohol researchers.ARG is also home to a National Alcohol Research Center, one of multiple program grants awarded nationwide by NIAAA. Staff are comprised of Research Scientists, and research and administrative support staff.

The Administrative Assistant performs a wide variety of administrative, data gathering, data processing, analytical, and program support tasks. This program position requires a high degree of initiative, flexibility, attention to detail, excellent interpersonal skills and outstanding administrative, operational, time management and organizational skills. This position reports to the Research Program Administration Manager.

This is a regular position that is available at 75%-100% FTE (a schedule of 30-40 hours/week). The starting FTE will be determined upon hire. It can be on-site (in-office), hybrid, or fully remote; however, candidates who can work on-site at the Emeryville, CA office or in a hybrid model are strongly preferred.

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 based on the candidate's knowledge, skills, experience, as well as budget availability.

Administrative Support

• Process and track all invoices and payments using the ARG tracking system and PeopleSoft system. Reconciles all payments monthly.
• Assist in the maintenance of the grant management files;filing award and agreement documents.
• Run monthly financial reports in PeopleSoft.
• Assist with HR administrative tasks.
• Maintain ARG files on Human Subjects, Responsible Conduct of Research, and Financial COI CITI and related certifications.
• Request and track documents for new grants and contracts, per the direction of the Financial Analyst or Program Administrator.
• Process staff expense reports.
• Prepare travel advances and check requests.
• Complete travel reconciliations for program staff.
• Make meeting arrangements (e.g., conference room reservations and food).
• Assist Administrator with office moving logistics.
• Assist with arranging and facilitating both in-person and video conferencing meetings (i.e., agendas, minutes, action items, break-out rooms, and polls).
• Create new administrative forms upon request.
• Pick up and process office mail and packages.
• Order supplies for office and remote workers.
• May assist with coordinating the shipping and returns on equipment and supplies for new staff and staff departing ARG.
• Assist Scientific Director with administrative tasks.

General Support

• Use and edit Excel spreadsheets and similar applications for recordkeeping and budgeting.
• Make copies of documents, file documents, and maintain filing system.
• Complete forms and documentation, following PHI internal procedures.
• Maintain confidentiality when dealing with sensitive matters.
• Perform other duties as assigned.

• 4 years of progressive administrative, clerical, and/or accounting experience.
• High school diploma or equivalent.

• Knowledge of principles and practices of administrative support and organization.
• Excellent administrative skills, with a focus on accuracy, timeliness, and attention to detail.
• Proficient in facilitating video conference meetings, i.e., Teams/Zoom.
• Must be able to exercise good judgment and use discretion.
• Must be able to maintain confidentiality in all aspects of staff and agency information.
• Must be punctual and available to assist during established working hours.
• Good analytical, organizational, and planning skills.
• Good skills and proven experience in Microsoft Office Suite, specifically Word, Excel, and PowerPoint.
• Strong written and verbal communication skills; ability to project a professional and friendly demeanor on the phone, via email, and in person with all personnel and outside venders.
• Must have a proactive attitude; be willing to lend support to others when necessary; respond promptly to inquiries and program needs.
• The ability to work productively and independently in a team environment, with the ability to respond rapidly to changes, yet remain focused on priorities.
• College degree or Associate/Technical credential preferred.
• Ability to work on-site in Emeryville, CA as required.
• The final candidate may be required to pass background checks required for this position.

To apply, please submit a resume and cover letter detailing your interest in and qualifications for this position.

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.

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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 atRecruitment@phi.org.

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