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.
Cypress Resilience Project is a program at Public Health Institute that focuses on community-based trainings in Mental Health First Aid certification, trauma informed practices and grief recovery. Founded in 2019, the team provides trainings to varied partners including but not limited to: health professionals, educators, community-based organizations, corporate clients, and public health agencies. Cypress is currently in a growth phase and looking to expand its services and team.
The Administrative Assistant III position serves a critical function in the success of the Cypress Resilience Project. Reporting directly to the Program Director and Program Manager, the Administrative Assistant will work closely with the Program Director to manage her calendar and coordinate a high volume of meeting requests, including close collaboration with Training Coordinator for Cypress training schedule; will support the full Cypress team with workshop and meeting logistics, establish and manage electronic document storage system, and provide back-up support for training coordination. The Administrative Assistant must be able to successfully track and manage many variables at a time and communicate them effectively to the Director and other stakeholders in a remote work environment. This position requires keen attention to detail and someone who enjoys figuring out how the pieces can fit together.
This is a full-time (40 hours per week) position.
This is a remote position currently, but it may change to a hybrid model of working remotely primarily and in-person when needed starting in 2023. Candidates in the San Francisco Bay Area who will be able to travel locally to assist with in-person training sessions are preferred. Travel is expected to be less than 25% of the time. Candidates in other regions of the United States are welcome to apply and will be considered. The position is expected to work during core business hours of the Pacific time zone.
Pay: $26.17 to $31.74 per hour. The typical hiring range for this position is $26.17 to $31.74 per hour (with an approximate annualized salary of $54,431 to $66,011 based on 100% FTE). The starting wage is determined based on the candidate’s knowledge, skills, and experience.
Employment Type: Full Time
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
Scheduling and Meeting Management
- Support Cypress Program Director with a high volume of scheduling and calendar management including but not limited to, communication with internal and external stakeholders to coordinate meeting availability, use of scheduling tools like Doodle or other similar applications to coordinate availability of multiple stakeholders, set up Outlook calendar invitations using a consistent format, set up Zoom links, and provide clear and regular communication with Director.
- Collaborate with Training Coordinator on Cypress training calendar to ensure there are no scheduling conflicts with Director’s schedule.
- Manage meeting logistics for Cypress full team meetings including scheduling, reminders, agenda creation and distribution; start Zoom meeting; attend, take, and distribute minutes in a timely manner.
- Provide meeting support for various Cypress projects including calendaring, setting up Zoom links, sending reminders, and taking minutes at meetings as needed.
- Support Cypress virtual trainings/workshops with pre- and post-workshop logistics including compiling and distributing materials.
- Support Cypress in-person trainings/workshops (currently these are few but are anticipated to increase) with logistics including conference room reservations, room set-up/clean-up, ensuring sufficient supplies/materials are available, and ordering food.
- Respond to client requests for workshop and speaking engagement materials.
- Handle all communications with sensitivity, utilizing a trauma-informed approach.
- Serve as back-up to the Training Coordinator, as needed, with tasks such as maintaining tracking of all delivered courses, workshop reminders, and tracking workshop attendance.
- Travel locally within the San Francisco Bay Area to assist with logistics for in-person training sessions when needed.
Other Administrative Responsibilities
- Coordinate travel arrangements for Cypress Director and other Cypress staff as needed.
- Manage inventory of program office supplies and purchases, ensuring adequate supplies are available.
- Review, code and gain approval for purchase orders, invoices, check requests and travel expense reimbursements and submit to PHI Central for payment.
- Process monthly reconciliation of credit card statements.
- Manage incoming emails on Cypress’s general email account and Cypress main phone line and ensure all inquiries receive a timely response direct messages to the appropriate team member and respond to inquiries as applicable.
- Compose non-routine correspondence.
- Organize and manage Cypress document storage system in shared Google Drive.
- Assist with maintenance of website including upload of materials and update of resource listings.
- Provide additional support to the program as needed.
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.
- 5 years of related administrative, clerical and/or accounting experience, including 1 year of experience with executive level calendar management.
- Associate degree required, or substitute with two additional years of related experience.
- Passion for details and accuracy highly preferred.
- Excellent communication skills, including an understanding for the importance of clear and regular communication in a remote work environment.
- Ability to be highly productive in a remote work environment.
- Experience with website management preferred; strong technical skills required.
- Proficient with Zoom, and/or other web-based meeting platforms.
- Proficient in Outlook, Word, Excel, Google platform.
- Ability to problem solve and apply critical thinking.
- Experience with or interest in the field of mental health preferred.
- Ability to communicate in a compassionate and professional manner with individuals who may be coping with trauma.
- Ability to work well juggling multiple priorities and to meet tight deadlines. Must be flexible, adaptable and responsive to changing work priorities.
- Have access to reliable transportation and ability to travel locally within the San Francisco Bay Area to assist with logistics for in-person training sessions when needed.