Administrative Assistant III

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.

SUMMARY:

The Administrative Assistant III will work collaboratively with the Pediatric and Environmental Health Specialty Units (PEHSU), National Program Office staff to support the ten PEHSU regions and implement program activities. Job duties combine administrative responsibilities and project management, communications, and financial/contract management and tracking.

This is a remote, part-time 50% FTE position with a schedule of Monday to Friday 9 am - 1 pm, Pacific Time (20 hours per week). Candidates in the San Francisco Bay Area are preferred.

This is a time-limited position with an expected end date of August 31, 2026, with a possibility of extension dependent on funding availability. At PHI, a time-limited position is defined as regular employment, but with an expected end date of no more than one year from the beginning of the position. In rare circumstances, time-limited positions may be extended to a maximum total length of up to eighteen (18) months from the start of the employee's original time-limited position, or be converted to a regular position that is no longer time-limited (e.g., if the original grant/contract is extended or if additional funding becomes available).

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: Part Time

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

• Provide administrative support to the planning and execution of the PEHSU Annual Meeting (scheduling, preparation, materials, agendas, PowerPoint, participant support, and logistics such as location, food, travel).
• Provide logistical and content support for quarterly Steering Committee and monthly regional meetings (e.g., scheduling, materials, agendas, and meeting minutes).
• Technical and planning support for program hosted webinars and teleconferences.
• Routine maintenance of PEHSU website, including loading documents, news and announcements, and calendar of events. Maintain resources web page with periodic cataloging and updating of materials.
• Support the annual project reporting process in close collaboration with Communication Lead and Deputy Director, (e.g., formatting, reviewing).
• Work closely as needed with the Finance Manager to process invoices, check requests, and travel expense claims.
• Assist in tracking program expenditures including reconciling transaction report when requested.
• Maintain accurate documentation and recordkeeping using SharePoint folders.
• Reconcile the accounting control log of vendor invoices vs. The PeopleSoft payment status details.
• Prepare paperwork for payments, reimbursements, and subcontracts (i.e. agreements and amendments).
• Reconcile the Wells Fargo card expense monthly.
• Perform other essential duties as assigned.

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

• Serve as backup support for social media accounts.
• Perform other non-essential 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 Qualifications

• 4 years of related experience providing project management support, contract management and/or other administrative functions.
• High School diploma or equivalent.

Other Qualifications

• Excellent organizational skills and attention to detail.
• Office management skills, including taking detailed meeting minutes, required.
• Advanced computer skills in Microsoft Office suite - Word, Excel, PowerPoint
• Excellent oral and written communication skills
• Experience in newsletter and other correspondence preparation.
• Good diplomatic skills and ability to exercise proper discretion and judgment.
• Ability to work with all levels of management and staff.
• Ability to work independently with limited supervision and to work as a team member.
• Ability to function in a fast-paced environment, make simultaneous progress on multiple tasks, and meet deadlines.

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

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.

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

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.