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 Program Associate I will work in support of the Prevention Policy Group PI, Directors, and support staff to ensure program functionality. The main purpose of this position is to provide support to the Program Administrator II to ensure that the administrative programmatic functions are performed in a timely and efficient manner.

This is a part-time position expected to work 16 hours per week (40% FTE). This position will work with a remote and in-person hybrid model that is mostly remote but will occasionally require in-person work for meetings and special events. Office location is in Berkeley, CA. Candidates based in the San Francisco Bay Area are preferred.

Full pay range for this position: $26.88 to $38.31 per hour. The typical hiring range for this position is from $26.88 (minimum) to $32.59 (midpoint) per hour. The starting wage is determined based on the candidate’s knowledge, skills, experience, as well as budget availability.

Employment Type: Part Time

Essential Duties & Responsibilities

Grants and Contracts

• Assist with processing of outside party agreements and procurement, track and manage agreement status with ORAA.
• Process and monitor invoices from outside parties. Identify and reconcile discrepancies.
• Handle fiscal communications with program partners and provide technical assistance via email and telephone.
• Track grant reports from subcontractors, consultants and external stakeholders.

Finance

• Process invoices, check requests, travel claims and reimbursements.
• Reconcile credit card transactions and track payment processing.
• Develop and maintain payment tracking system to ensure timely and accurate payment processing.
• Assist in the oversight of budget expenditures and projections.

Administrative

• Coordinate internal and external team meeting schedules and support with meeting logistics.
• Provide meeting support including meeting space reservations, arrange teleconferences and virtual meetings. Order and set up refreshments when needed.
• Assist in the development, formatting, and dissemination of materials for meetings including copy-editing/proofreading, printing, and collating.
• Support as needed with select HR paperwork processing.
• Assist with ordering and maintenance of office supplies for all staff.

Communications

• Assist with maintenance and upkeep of multiple program websites and media accounts.
• Provide surge support to Program Administrator with policy advocacy efforts as needed.

Perform other duties as assigned in support of the program as directed by Program Administrator II or managers.

Minimum Qualifications

• 2 years of related work experience in an office support position; preferably in a non-profit or public health environment.
• Bachelor’sdegree is required, or you can substitute with four additional years of related experience.

Other Qualifications

• Strong oral communication skills.
• Strong interpersonal skills – ability to communicate and establish effective working relationships with all levels within the organizations, and interact effectively with co-workers, customers, and other stakeholders.
• Good quantitative skills.
• Ability to follow standard policies, procedures, instructions, and to work independently with limited supervision.
• Teamwork skills: ability to balance team and individual responsibilities and support others’ efforts to succeed.
• Ability to function in a fast-paced environment, make simultaneous progress on multiple tasks, and meet deadlines.
• Good computer skills including Microsoft Word, Excel, and PowerPoint.
• Website maintenance, Canva, WordPress, and Wix experience preferred.
• Ability to work remotely most of the time and in the office when needed.

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

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.