Administrative Assistant III

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.

About Rise Up

Rise Up, based at the Public Health Institute, activates women and girls to transform their lives, families and communities for a more just and equitable world through investing in local solutions, strengthening leadership, and building movements. Since 2009, Rise Up’s powerful network of over 600 leaders have successfully advocated for 120 new and improved laws and policies impacting the lives of 135 million people in Africa, Latin America, South Asia, and the U.S.

Rise Up is at an exciting time of growth and expansion—we have a new strategic plan that will maximize the organization’s impact to more effectively support Rise Up Leaders to create large-scale change for gender equity globally.

Position Summary

The Administrative Assistant is responsible for providing administrative support to Rise Up’s Deputy Director and other members of the Rise Up team. They will take notes, maintain tracking systems, create documents and spreadsheets, provide onsite support for in-person events, and they may research and compile special reports.

This position is hybrid and based in the San Francisco Bay Area. They are expected to work in-person in Oakland at least once a week and the remaining time remotely.

This time-limited position is expected to end on December 29, 2023. This position can be full-time (40 hours/week, 100% FTE) or part-time (at least 20 hours/week, 50% FTE). The FTE will be determined upon hire.

Full pay range for this position: $24.59 to $34.62 per hour. The typical hiring range for this position is from $24.59 (minimum) to $29.60 (midpoint) per hour. The starting wage is determined based on the candidate’s knowledge, skills, experience, as well as budget availability.

Essential Duties & Responsibilities

Support implementation of the Annual Planning and Budgeting (AP&B) process by:

• Drafting communications and presentations.
• Taking meeting notes/minutes.
• Providing support on compiling and formatting agendas.
• Managing tasks and project timelines.
• Consolidating information and summarizing documents.
• Maintaining file system and Rise Up documentation in Microsoft applications and Box.

Provide key support before, during, and after the October 2023 Global Planning Retreat by:

• Printing and organizing documents.
• Purchasing and preparation of materials.
• Providing on-site support for a week of meetings including room set-up and clean-up.
• Other administrative and logistic duties as assigned.

Provide administrative support to Deputy Director and Director of Learning by:

• Organizing physical and electronic receipts.
• Completing expense reports/claims and check requests.
• Other administrative and clerical support as assigned.

Support Deputy Director on special projects and take the lead on simple projects needed by Leadership and Strategy & Planning functions of Rise Up by:

• Conducting research and compiling the results.
• Preparing simple reports and making recommendations.
• Developing and maintaining simple systems.

Perform other duties as assigned.

Minimum Qualifications

• Minimum 4 years of administrative, clerical and/or accounting experience.
• High School Diploma.

Other Qualifications

• Excellent administration and logistic coordination skills.
• Detail-orientated, organized, hard-working, and consistent.
• Resourceful self-starter, who takes initiative.
• Skilled in Microsoft applications including Word, PowerPoint, OneNote, SharePoint, and Outlook.
• Excellent oral and written communication skills.
• Salesforce experience a plus.

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.

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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 at Recruitment@phi.org.