Skip to Main Content

Program Administrator I

Please see Special Instructions for more details.

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.

Posting Details

Position Information

Posting Number #244-17
Classification Title Program Administrator I
Position Title #244-17
Program Administrator I
Program Areas Program Administration (Program/Project)
Position Summary

PHI is seeking a part-time (80% FTE with an option to increase to 100% dependent on funding levels) Program Administrator I for the Alcohol Research Group (ARG). This position is located in Emeryville, CA.

The Program Administrator performs a variety of complex financial and administrative tasks in support of the Alcohol Research Group’s (ARG) Administrative team and Research staff. She/he will provide backup support to the Administrator Manager as needed, will be responsible for ARG accounts payables/receivables, maintain grant files, develop and maintain internal administrative databases, assist in the financial monitoring of grants and run PHI financial reports as required. Additional support as needed in the areas of production support and general office maintenance. She/he exercises a high degree of initiative, self-reliance, and responsibility.

PHI Introduction

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.

Duties & Responsibilities

Duties & Responsibilities:

  • Assist Admin manager with facility and operations issues as needed.
  • Processing of accounts payables/receivables, purchase orders, wire transfers, check requests, travel expense/advance claims via online AP/AR portal, responsible for placing supply orders. Responsible for tracking and billing or ARG receivables, maintenance of AP/AR files, credit card reconciliation.
  • Assist Admin manager in working with vendors to reconcile billing issues; monitor vendor prices to assure best pricing; solicit multiple bids as needed.
  • Maintain up-to-date account code information and communicate to staff. Obtain permissions for signature authorization on new accounts.
  • Assist ARG management in preparation of spending projection reports for funded projects. Tracking personnel effort as needed across projects. Run monthly financial reports using PHI’s PeopleSoft system, and distribute via email to PIs/project managers, run additional reports as requested.
  • Maintain/update ARG grants/contracts database (including compliance/human subjects), design and run reports as needed using Access, e.g., use database to prepare other support documents and monitor contracts/agreements that need to be amended/prepared.
  • Develops/maintains other administrative databases as needed, e.g., IT equipment inventory
  • Maintain ARG’s internal print management system, enter new project codes, update and maintain staff assignments to projects as needed, run reports, and prepare project invoices for copy/print charges.
  • Maintain active and pending grant/project paper and electronic files, label files/folders, file fully executed contract agreements/progress reports in paper and electronic files
  • Provide backup clerical and word processing support as needed for admin management and research staff including assistance with photocopies and minor production support. Responsible for monitoring general supply inventory to ensure copy/production /kitchen areas are stocked with supplies at all times. Place supply orders through vendors for general office supplies and special order supply items onsite as well as fieldwork locations.
  • Assists office manager with general maintenance of commonly used office equipment.
  • Maintains ARG calendar of events, away calendar. Books conference rooms for meetings and arrange teleconference calls.
  • Assists with incoming/outgoing mail distribution USPS, FedEx, UPS, etc.
  • Provide support for reception/phone coverage as needed.
  • Performs other duties as required.
Minimum Qualifications

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.

  • Bachelor’s degree required or four additional years of experience in lieu of degree.
  • At least three years related experience. Experience in accounting, finance or business is highly desirable.
  • Administrative experience providing support for a multi-disciplinary team. Excellent oral and written communication skills.
  • Excellent organizational and interpersonal skills (ability to be a team player).
  • Ability to interact with staff at all levels of the organization with respect, compassion and professionalism.
  • Reliable and trustworthy.
  • Excellent computer skills in Microsoft Office (PowerPoint, Access, Word and advanced MS Excel expertise) and Adobe Acrobat.
  • Word Press and Adobe Photoshop experience highly desired.
  • Skills in creating queries and reports using Microsoft Access.
  • Excellent in analyzing and reconciling financial data and generating financial reports.
  • Knowledge of web-based financial management systems.
  • Good analytical and mathematic skills.
  • Thorough knowledge of standard office processes and procedures.
  • Strong analytical skills leading to excellent problem solving.
  • Demonstrated administrative abilities including attention to detail and organization.
  • Ability to multitask and coordinate schedules.
  • Ability to exercise initiative and resourcefulness.
Compensation

Compensation:

This is an exempt position and the salary is commensurate with experience. PHI offers a generous benefits package including medical, dental, vision, short/long term disability insurance, life insurance, 403b (group retirement annuity) and partial subsidy of public transportation cost. For more information about PHI’s benefits, visit our benefits page here.

Open Date 11/09/2017
Close Date
Open Until Filled Yes
Location Emeryville
CA

Supplement Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have the required education?
    • Yes
    • No
  2. * Do you have the required years of experience?
    • Yes
    • No
  3. * Do you have the necessary skills to perform this position?
    • Yes
    • No

Applicant Documents to Attach

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents