Fellow Support Manager

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:

About CivicSpark

CivicSpark is a national AmeriCorps program focused on building capacity of local government agencies and community organizations to address pressing community resilience issues such as natural disaster preparedness, housing affordability, energy networks, transportation and infrastructure, economic development, water management, and public health. The fellowship program provides a launchpad for more than 100 young professionals per year who are seeking careers in community resilience sectors. Since 2014, nearly 1,000 Fellows have provided over one million hours of service to more than 300 local public agencies through over 1,000 projects. CivicSpark currently operates in three states: California, Colorado, and Washington.

About the Position

The Public Health Institute's CivicSpark fellowship program is seeking a Fellow Support Manager. This position reports to the Deputy Program Director and oversees the management and implementation of fellow support activities, including fellow training and professional development, fellow advising, coordination with site supervisors and general mentorship. The ideal candidate should be a dynamic, multi-talented, committed, motivated, and detail-oriented individual with strong people and project management skills, and the ability to learn and apply new skills. This position works closely with the Executive Director and other CivicSpark program staff on program management and support for all fellows participating in the program.

This is a time-limited position that is expected to end on September 4, 2026. This position is expected to start at 60% FTE with a work schedule of 24 hours/week, with a possibility of increasing to 80-100% (32-40 hours/week) and extending beyond September 4, 2026, depending on program needs and funding availability. At PHI, a time-limited position is defined as regular employment 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.

This position is fully remote with required travel at least 2-3 days per month. Based on the CivicSpark fellowship program's business needs, candidates living within 50 miles commuting distance of the following metropolitan regions in California are strongly preferred: Los Angeles, Riverside/San Bernardino (Inland Empire), San Francisco Bay Area, Sacramento and San Diego. Candidates outside of these regions with the relevant qualifications aligned with the job requirements are welcome to apply and will be considered.

Full salary range for this position at 100% FTE: $77,625 to $112,620 based on 100% FTE. The typical hiring range for this position is from $77,625 (minimum) to $95,123 (midpoint) based on 100% FTE. The starting salary 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:

Fellow Support and Mentorship:

• Provide overarching support, guidance and mentorship to 100+ Fellows on program requirements and deliverables.
• Serve as a Fellow Advisor to a cohort of approximately 10-30 Fellows, providing guidance and mentorship on project implementation, site expectations, project and professional goal setting, program reporting, and case management as needed.
• Conduct check-ins and provide individualized support to address challenges or concerns as needed.
• Support data collection and analysis of Fellow feedback.
• Support administrative processes for Fellows.

Fellow Event Planning:

• Lead the planning for virtual and in-person events, including information sessions, career fairs and community service days.
• Assist with venue rentals, catering, scheduling and agenda development for CivicSpark in-person events.
• Assist with tech support for CivicSpark virtual events.

Fellow Training and Professional Development:

• Lead fellow training and professional development activities, including regular fellow trainings, peer networking, leadership groups and other activities.
• Assist with developing fellow training materials and the overall training curriculum, including PowerPoint slides, virtual meeting coordination and data and research analysis.
• Develop and deliver training materials covering program goals, policies, and expectations.
• Support back-end systems management of fellow development assessment tools and processes.

Fellow Recruitment and Onboarding:

• Assist with year-round recruitment activities for CivicSpark Fellows and project partners, including outreach, interviews and onboarding.
• Coordinate with existing Fellows and Partners on recruitment and onboarding activities.

Other

• Conduct travel as required.
• Perform other essential duties as assigned.

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Data Management and Reporting

• Assist with maintaining fellow support systems and databases.
• Prepare reports documenting Fellow progress and program impact for internal and external stakeholders.
• Conduct regular Fellow service hour reviews and audits of timesheets in OnCorps for accuracy and compliance.

Communications and Marketing

• Support CivicSpark communications processes, including content development, newsletters, and marketing to potential partners and fellows.
• Represent CivicSpark in presentations, meetings, advisory committees, and written communications in both states as needed.

Fundraising and Development

• Participate in fundraising activities including partner and sponsorship research and proposal development.
• Assist with developing a CivicSpark fundraising strategy and sustainability planning.

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

• 5 years of related work experience in program administration, project management, and/or operations with increasing leadership responsibility, including at least 1 year as a manager.
• 3 years of experience managing multiple tasks or projects.
• Bachelor's degree in Environmental Studies, Public Health, Public Policy, Urban Planning, Business Administration, Public Administration, Political Science or a relevant field; or substitute with four additional years of relevant experience.

Other Qualifications

• Experience supervising and/or mentoring of fellows, interns and/or volunteers.
• Excellent organizational and time management skills.
• Strong attention to detail and deadlines.
• Dependability, accuracy, and responsibility.
• Ability to work independently as well as part of a team.
• Strong written and verbal communication skills.
• Experience working in a nonprofit or government agency.
• Experience with AmeriCorps or similar service-oriented programs.
• Experience with national service program regulations.
• Working knowledge / understanding of local government operations and structures.
• Familiarity with, or ability to learn, Microsoft Office Suite, Google Suite, Monday.com, AirTable, Wordpress, Formsite, and/or Zapier.
• Be a citizen, national, or lawful permanent resident of the United States.
• Ability to pass FBI, state, and NSOPW background checks required for the job.
• Master's degree preferred.

FAIR LABOR STANDARDS ACT (FLSA) STATUS

This position is classified as exempt based on the job duties. However, based on the FTE, salary level of the employee, or federal/state/local laws, the employee may be classified as nonexempt.

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

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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.

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.