Administrative Assistant IV

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:

Reporting directly to the Administrative Coordinator, the incumbent is responsible for providing a wide range of administrative services spanning clerical, fiscal, human resources, and event coordination. The incumbent must be a self-starter with knowledge of standard administrative concepts, practices and procedures for simple to complex assignments. The job also requires diplomacy, creativity, resourcefulness, multitasking, sound judgement, decision making ability and reliability. This position is held accountable for the specific results of the incumbent's direct actions.

PHI CWN is a leader in developing campaigns, programs, and partnerships to promote health equity and nutrition education in vulnerable communities across the world. Our mission is to build capacity and leadership in communities and institutions to make optimal health accessible for everyone through our four pillars of expertise: education, training and technical assistance, research and evaluation, and advocacy. All of these use a health equity framework and culturally tailored approach to variously address the priority areas of increasing access to and consumption of healthier foods with a focus on fruits and vegetables, decreasing consumption of unhealthy foods and beverages, increasing consumption of water, increasing physical activity, and preventing obesity and chronic diet-related illnesses. PHI CWN hosts a full complement of staff in global and national program development, training and technical assistance, research and evaluation, and fiscal and administration.

This is a regular, full-time, hybrid (remote and in-person) position with weekly/intermittent in-person and in-office attendance to visit the Sacramento office and client premises to provide support for program and/or client needs or activities, meetings, retreats, and ad-hoc activities.

Full pay range for this position: $28.26 to $40.29 per hour. The typical hiring range for this position is from $28.26 (minimum) to $34.28 (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: Full Time

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

65% Program Support Duties

• Verifies, edits, or develops ADA compliant content for all media published by CWN (print, electronic, web, and social media). Maintains ADA/Section 508 compliant knowledge with file remediation in Microsoft Office and Adobe Acrobat.
• Participates as a member of the Copyediting and Accessibility Team responsible for quality control review and remediation of CWN internal and external work products. Requires being conversant with CWN branding requirements and that of external funders/clients as appropriate.
• Provides meeting support through Zoom, Teams, or in-person events. Organizes/maintains participant contact lists, secures venues, provides on-site meeting assistance with audio/visual operations, materials distribution, and notetaking.
• Provides general administrative support by performing such things as data entry, document editing and formatting, develops and maintains contact and mailing lists, assists with answering the main telephone line and directs callers, performs light duty shipping and receiving.
• Drafts and designs content using Microsoft Office applications and Canva as required, in compliance with CWN and/or client brand guidelines.
• Provides administrative support for CWN projects and/or Research and Evaluation tasks as requested.
• Orders office supplies and disseminates them to staff.
• Maintains the furniture and equipment inventory database with input from other CWN staff and the IT Department.
• Supports CWN Leadership Team initiatives as requested.
• Leads and is accountable for a periodic administrative project team and its work results.
• May provide direction to lower-level administrative staff.
• Provides support to service the e-newsletter (Mail Chimp), website changes (WordPress), and other communication efforts (e.g., Twitter) in a content manager setting.
• Provides in-office administrative support at least one day a week, or as otherwise directed.
• Maintains organization, orderliness, and accessibility of SharePoint Wellness document staff resources in coordination with the Deputy Director and assists with reorganization of other SharePoint components as requested.

20% Webinar/Offsite Events

• Coordinates in concert with CWN program management to schedule, plan, and implement on/off-site webinars, meetings, conferences, or other work-related events. This can include, but is not limited to, assisting with site selection, forecasting and/or ordering catering and AV services, supplies and materials management, RSVP coordination, setting up and tearing down, and operating slide shows.
• Maintains registration/attendance reports, updates SharePoint folders, and uploads recorded videos to CWN's YouTube channel.
• Visits the Sacramento office and client or other external premises to provide support for program and/or client needs or activities, meetings, retreats, and ad-hoc activities.
• Occasional travel in and out of the state as required.

10% Fiscal Duties

• Provides general accounting support to CWN fiscal staff under the Generally Acceptable Accounting Principles (GAAP) Guidelines to assist staff with drafting purchase orders, check requests, travel claims, and invoices and conducts reviews and approvals for processing of same.
• Provides purchasing research and comparative cost estimates.
• Prepares purchase orders and support documentation for approval and payment. Provides backup support for managing usage of CWN corporate credit cards within credit limits and processing requests for credit limit increases as directed.

5% Other Duties

• Participates in a minimum of 3% (62.4 hrs. annually/estimated 5.2 hrs. per month) for Leadership Tasks (select senior staff) and/or Operations Workgroups/Organizational Development Tasks for all Staff members.
• Performs other 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

• At least 4 years' experience with high level clerical, administrative, and accounting support, including handling office accounting principles (accounts payable/receivable; credit memos), event planning and implementation, and all manner of physical and online mailings.
• Associate degree, two years of college, or substitute with two additional years of related experience.

Other Required Qualifications

• At least 1 year of experience with contributing content for e-newsletters (Mail Chimp), website changes (Word Press), and other communication efforts (e.g., Twitter, Linked In, Facebook).
• Must have excellent fully functional skills and experience with Microsoft Office 365, including Microsoft Outlook, Word, PowerPoint, SharePoint, Excel, and Teams; as well as demonstrated capacity to implement Zoom and Canva.
• Excellent writing skills to edit documents and develop content for written products and multiple media platforms.
• Excellent verbal communication skills.
• Excellent attention to detail and organization.
• Strong ability to be responsive to multiple unrelated projects and timelines.
• Strong commitment to positive and responsive internal and external customer service in multiple venues (i.e., phone, email, and in-person).
• Must have access to reliable transportation and the ability to commute to various locations around the Sacramento area.
• Must have the ability and availability to conduct occasional travel in and out of the state as required.
• Must reside within a 50-mile radius of Sacramento, CA, and be available to work onsite or travel elsewhere as required

Preferred Qualifications

• At least 1 year of experience in ADA compliance is preferred. Primer training will be provided.
• Bilingual (Spanish/Hmong or other) preferred. Demonstrated ability to use judgement and discretion to interpret and follow procedures and carry out duties and assigned tasks.
• Ability to lead and/or work well in a team as well as independently with the ability to demonstrate appropriate initiative to complete assignments on time.

APPLICATION INFORMATION

Applicants selected for interviews will be asked to complete a copyediting and accessibility review assignment.

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.