Program Administrator I

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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.

The Center for Immigrant and Refugee Health (CIRH), a Center of Public Health Institute (PHI), was established in response to the humanitarian and healthcare needs of refugee and immigrant populations and focuses on improving the health and well-being of refugee and immigrant populations in California and throughout the United States. CIRH's newest project coordinates services to newly arrived refugee children, youth, and families from Afghanistan and Ukraine.

In partnership with local education agencies and culturally responsive community-based organizations, CIRH will engage and connect refugee youth and families with available resources, providing them the support they need to succeed academically and socially.

Reporting directly to the Program Administrator III of the Center, the primary functions of the Program Administrator I will be to focus on office operations management. They will work on event planning, logistics and executions of administrative tasks, as well as assisting with implementation of work plan activities, and review of all materials and documentation. The incumbent will also be responsible for assisting in fiscal processing and management.

This is a regular full-time position with a working schedule of Monday-Friday.

This position is based in Sacramento, CA. It is a hybrid position, meaning that the incumbent generally works remotely but will be required to work onsite in the Sacramento area occasionally. The individual hired for this job must reside within a 50-mile radius of Sacramento, CA, and be available to work onsite as required.

Full salary range for this position: $62,968 to $90,167 per year. The typical hiring range for this position is from $62,968 (minimum) to $76,568 (midpoint), based on 100% FTE. The starting salary is determined based on the candidate's knowledge, skills, experience, as well as budget availability.

• Organize and maintain both electronic and paper filing systems, ensuring that documents are easily accessible and properly stored.
• Serve as point person on the Program Administration team for processing all invoices, travel claims, check requests, credit card bill reconciliations and other financial payments. Maintain and update payment processes.
• Serve as event/project management point person for travel including development of a travel guidance process in accordance with grant/event specifics and PHI/funder guidance. This includes conferences, Center for Refugee Health events and meetings which will include preparing agendas, coordinating logistics, and taking minutes and action items.Will also be the point of contact for Managing travel arrangements, scheduling, expenses, travel claims and itineraries for staff and visitors.
• Manage and maintain office supplies, equipment, and inventory, ensuring that resources are available and replenished as needed.
• Act as a liaison between staff, clients, vendors, and other external partners, fostering effective communication and collaboration.
• Coordinates facilities operations at physical office space.
• Collects and reviews all contracting documents such as required forms, budgets for accuracy and completeness and works with all outside parties to ensure timely submission.
• Work with stakeholders to process outside party agreements, including contracts for services, awards and subawards ensuring all required documents have been submitted and reviewed.
• Supports program staff in tracking and complying with reporting requirements for awardees and sub-awardees.
• Manage and maintain schedules, appointments, and calendars, ensuring that all meetings and events are properly scheduled and coordinated.
• Assist with data entry, record-keeping, and reporting tasks, ensuring accuracy and compliance with relevant PHI and California Department of Social Services (CDSS) policies.
• Meticulously review all content such as flyers, website content, RFA documents to identify and correct grammar, spelling, punctuation, and syntax errors and ensure consistency in language, style, and formatting to elevate the readability and impact of presented materials and website content.
• Communicate with sub-grantees and grantees regarding budget matters, reports, and administrative matters.
• Reconcile activity budgets.
• Tracks and updates budget projections for program ensuring accuracy, updating forecasted expenditures and budget needs.
• As needed work with program team with specific projects as assigned such as building platforms such as (Survey Monkey).
• Handle administrative requests and queries.
• Identifies, develops, documents and maintains clear administrative processes and procedures for filing systems of all daily office routines and workflows including Grants and Contracts, budgets, events, and communications utilizing various platforms.
• Responsible for providing a wide range of administrative and clerical support to ensure the smooth and efficient operation of program.
• Must have the ability to work onsite in the Sacramento area when required.
• Perform other duties as needed in support of the center.

• Three (3) years of experience in administration, finance, and/or budgeting.
• Bachelor's degree, or substitute with four additional years of relevant experience.

• Experience with accounting procedures for invoice processing, credit card statement reconciliation.
• Experience with MS Teams and SharePoint.
• Excellent computer skills including Microsoft Office Suite (Word, Excel, PowerPoint) as well as other office tools and software.
• Commitment to health equity and the improvement of health and well-being of underserved populations.
• Ability to work independently.
• Ability to communicate well both verbally and in writing.
• Excellent administrative skills, with a focus on accuracy, timeliness, attention to detail, tact and confidentiality.
• Must have collaborative and problem-solving approaches to projects.
• Strong organizational and time management skills, with the ability to prioritize, multitask and meet deadlines.
• Ability to effectively engage with diverse stakeholders and partners.
• Must have the ability to work in person in the Sacramento area.
• Post secondary education in a relevant field (e.g., Business Administration, Office Management) preferred.
• Due to financial responsibilities, must be able to pass background checks required for this 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.

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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