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.

Cypress Resilience Project is a program at Public Health Institute that focuses on community-based trainings in Mental Health First Aid certification, trauma informed practices and grief recovery. Founded in 2019, the team provides trainings to varied partners including but not limited to: health professionals, educators, community-based organizations, corporate clients and public health agencies. Cypress is currently in a growth phase and looking to expand its services and team.

The part-time Administrative Assistant III position will provide much-needed support for the overall operations of Cypress Resilience Project. Reporting directly to the Program Manager, the Administrative Assistant will assist with the processing of monthly invoices from community-based organizations under a federal grant, generate workshop survey result reports for clients using an established format, provide back-up support for the training operations, and support the Cypress weekly team meeting. Looking for someone who enjoys working with data and spreadsheets and sharing a good laugh with colleagues!!

This is a regular part-time, 0.5 FTE (20 hours/week) position that is expected to work remotely. The Administrative Assistant will be expected to have an established schedule (to be determined with the final candidate) during the Monday-Friday work week on Pacific Time that will include attendance at at least two recurring weekly Zoom meetings.

Full pay range for this position: $25.23 to $35.52 per hour. The typical hiring range for this position is from $25.23 (minimum) to $30.37 (midpoint) per hour. The starting wage is determined based on the candidate's knowledge, skills, experience, as well as budget availability.

Financial Administrative Support

• Support the Refugee Mental Health Initiative project with processing monthly invoices from grantee organizations which may include initial review of documentation for accuracy, outreach to grantees for reminders and clarifications, as directed, maintain central tracking, and generation of check requests for payments.
• Prepare check requests and travel expense reimbursements for review and approval.
• Prepare monthly reconciliation of credit card statement for review and approval.

Meeting and Training Support

• Coordinate logistics for Cypress weekly team meeting including scheduling, reminders, agenda creation and distribution; start Zoom meeting; attend, take and distribute minutes in a timely manner.
• Assist, as assigned, with various Cypress projects including calendaring, setting up Zoom links, sending reminders, and taking minutes at meetings.
• Generate customized training survey result reports for clients, integrating collected survey results into existing template and in collaboration with leadership team and Training Coordinator. This is estimated at 10-25 reports/month.
• Provide back-up support to the Training Coordinator, as needed, with tasks such as participant registration, workshop reminders, addressing participant questions, technical support during trainings, and tracking attendance.
• Assist Operations Team, as needed, with various steps of course set-up using multiple platforms; current platforms include: Arlo, Articulate 360, MHFA Connect, GoogleDrive, SurveyMonkey.
• Assist Evaluation Team, as needed, with data compilations which may include running reports from survey platforms and consolidating records from multiple sources to a single file.

General Administrative Support

• Monitor incoming emails on Cypress's general email account and Cypress main phone line - direct messages to appropriate team member and respond to inquiries as applicable from a trauma-responsive lens.
• Order supplies for staff, ensure instructors have necessary materials for in-person trainings; may involve arranging for copies of handouts and shipping materials to instructors.
• Coordinate travel arrangements for Cypress Director and other Cypress staff as needed (currently estimated at 1-2 trips/year).
• Organize team celebratory events and staff recognition activities (such as work anniversaries, new staff welcome, and staff goodbye). Staff events are currently virtual.
• Provide additional support to the program as needed.

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

• Attention to detail and comfort with numbers.
• Excellent communication skills, including an understanding for the importance of clear and regular communication in a remote work environment.
• Proficient with Zoom, and/or other web-based meeting platforms.
• Proficient in Outlook, Word, Excel, Google platform; willingness to learn new software/applications.
• Ability to be productive in a remote work environment.
• Ability to follow written instructions and comfort with asking for clarification when needed.
• Ability to use some independent discretion and judgement as appropriate.
• Ability to function in a fast-paced environment, make simultaneous progress on multiple tasks, and meet deadlines.
• Problem-Solving: ability to identify and resolve problems in a timely manner; ability to develop alternative solutions.
• Strong interpersonal communication skills with a focus on mutuality, kindness, and respect for all team members.
• Ability to serve diverse populations with respect and culturally responsive practices.
• Expressed commitment to building community resilience and skills that support people experiencing a mental health challenge, trauma and grief.
• Must be able to work during daytime business hours in the Pacific Time Zone.

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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