Senior Manager of Data Systems & Program Operations

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 fellowship program supported by AmeriCorps focused on building capacity of local government agencies and community organizations to address pressing community resilience issues such as public safety, public health, natural disaster preparedness, housing affordability, energy networks, natural resources, transportation and infrastructure, economic development and water. The fellowship program provides a launchpad for more than 100 young professionals per year who are seeking careers in community resilience sectors. Since 2014, more than 1,000 Fellows have provided over 1.5 million hours of service to more than 500 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 Senior Manager of Data Systems & Program Operations. This position reports to the Executive Director and oversees the management and implementation of the administrative systems and compliance aspects of the program, as well as co-manages operations tasks related to fellow training, support and mentorship alongside other program managers. The ideal candidate will have strong operations, system management, organizational, administrative, communication, and project management skills with a growth mindset, and the ability to learn and apply new skills. This position works closely with the Executive Director and other CivicSpark program staff on program administration, systems management, operations, support and mentorship for all fellows participating in the program.

This full-time position is fully remote with anticipated travel 2-3 days per quarter. Based on the CivicSpark fellowship program's business needs, candidates living in California are strongly preferred. Candidates outside of California with the relevant qualifications aligned with the job requirements are welcome to apply and will be considered. The position is required to work during core business hours for the Pacific Time zone.

Full salary range for this position at 100% FTE: $86,029 to $127,149. The typical hiring range for this position is from $86,029 (minimum) to $106,589 (midpoint). The starting salary is determined using a variety of factors, such as the candidate's knowledge, skills, experience, as well as internal equity consideration and budget availability.

Note that this position will require a clear background check for hire due to AmeriCorps funding requirements.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Data Systems, Program Operations & Administration

• Serve as the team lead for general program operations and administration, including the development, implementation, and continuous improvement of CivicSpark policies, processes, and workflows.
• Lead the management and improvement of program systems including AirTable, Google Drive, Confluence and identification of new systems to improve workflows and program efficiency.
• Lead the simplification and streamlining of administrative processes and standard operating procedures for the program.
• Assist with tracking, reporting, and analyzing impact metrics and performance outcomes.
• Support the Executive Director with AmeriCorps grant writing, proposal development, grant administration, and reporting activities.
• Support with fundraising non-federal revenue sources for the program.

Program Policies, Procedures Development & Compliance

• Stay updated on AmeriCorps and State Commission policies and processes and ensure program compliance.
• Maintain resources that support program compliance and administration activities in the Program Guide, fellow contract, partner & fellow resources, presentation slide decks, among others.
• Monitor reporting for staff and Fellows to ensure compliance with AmeriCorps State and National requirements throughout the year, including program contracting, readiness, and progress reporting.

Fellow Support & Mentorship

• Provide overarching support, guidance and mentorship to 100+ fellows on program requirements and deliverables.
• With support from program leadership, provide direct support, guidance and mentorship on project implementation, site expectations, project and professional goal setting and deliverable completion.
• Lead data collection and analysis of Fellow feedback.
• Assist program leadership with developing and implementing an efficient and compliant fellow timekeeping policy and review process.
• Conduct check-ins and provide individualized support to fellows to support professional development, provide mentorship and address challenges or concerns as needed.

Fellow Training and Professional Development

• Lead the creation and management of Fellow Leadership Project Groups.
• Lead the development of fellow training materials focused on data analysis, Geographic Information Systems (GIS) and technical skill development.
• Support the CivicSpark team with the design of Fellow training and professional development activities and the overall program arc and training curriculum.
• Assist with developing supplemental training and professional development resources for Fellows.
• Support survey analysis to measure training and event impacts and identify areas for improvement.
• Assist with back-end systems management of fellow development assessment tools and processes.

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Recruitment

• On a seasonal basis, support Partner and Fellow recruitment processes, including fellow interviews, in coordination with CivicSpark recruitment staff

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.

Communications and Marketing:

• Assist with CivicSpark marketing and communications processes, including website updates, content development, newsletters, social media, and marketing to potential partners and Fellows.
• Assist with program communications, including mailing lists, listservs, file storage and organization.
• Assist with photo collection and file storage processes

Alumni Engagement

• Support Alumni engagement efforts, including alumni strategy development, maintaining alumni database, supporting alumni-Fellow mentorship program, alumni panels and alumni surveys and communications

Perform 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

• 5 years of related work experience in program administration, system management, 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 administration, operations, human resources, communications, marketing or a relevant field; or substitute with four additional years of relevant experience.

Other Qualifications

• Experience with operations and administrative tasks, especially those with federal and state regulatory and compliance elements.
• Experience creating and delivering training, professional development and learning opportunities for different audiences.
• Experience with recruitment and human resources tasks.
• Experience supervising and/or mentoring of fellows, interns and/or volunteers.
• Proficiency in, or ability to learn, Google Suite, AirTable, Confluence, Wordpress and other program systems.
• Experience with federal funding, specifically AmeriCorps or similar service-oriented programs preferred.
• Experience working in a nonprofit or service-oriented environment.
• Ability to work remotely and travel as required.
• Experience in data collection and analysis.
• Excellent organizational, project management and time management skills.
• Ability to complete administrative tasks with attention to detail.
• Experience with communications and marketing tasks.
• Can effectively manage workload and competing priorities.
• Have strong written and verbal communication skills.
• A baseline understanding of website development and content creation.
• Interest in learning about programs that build local community resilience, public health and environmental stewardship.
• 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.

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

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.