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Administrative Coordinator

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 #248-17-1
Classification Title Administrative Coordinator
Position Title #248-17-1
HR Coordinator
Program Areas Human Resources (PHI Central)
Position Summary

PHI is seeking a full-time HR Coordinator for the Children’s Oncology Group (COG). This position is located in Monrovia, CA.

Under the supervision of the Director of Program Administration, the HR Coordinator provides support and coordinates a variety of administrative functions, such as human resources and personnel activities by maintaining all employee records and files. Completes assigned reporting functions involving termination, hire and transfer data, and other information assigned. Performs general office support functions and assists area personnel as necessary.

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:

  • Acts as contact and liaison with PHI HR on selected HR matters such as Benefits Administration; Leaves of Absence, Agreements, Payroll and other employee data
  • Follows prescribed processes for informing employees about workplace safety and injury prevention, and report injury incidents
  • Processes Personnel Action Forms (PAF) and organizes, systematizes, and maintains files
  • Coordinating with PHI’s Human Resources on recruitment activities to ensure compliance with organizational policies and reporting of recruitment activities
  • Works with PHI HR to post new job openings and facilitate the recruiting, interview and offer process for the program
  • Sources and screens candidates for all positions and makes recommendations for finalists
  • Maintains communications with hiring managers and applicants during selection process
  • Provides new hires with orientations, first day documentary compliance and employee file setup
  • Records data for each new employee in database
  • Works with external staffing agency to set up and close temporary staffing contracts
  • Assists with new employee orientation and on-boarding process for new employees and provides necessary hiring documents
  • Processes employee separations
  • Sends out notifications for performance evaluations and follows-up with managers for late reviews
  • Completes administrative paperwork, creates systems for tracking returned documents, and follows-up to ensure documents are returned
  • Creates and maintains manuals of office protocols
  • Other administrative duties, including: editing and formatting documents, copying, and faxing
  • Maintains program’s communication (creating, populating, and maintaining) e-mail lists and contact lists, and responds to phone and e-mail requests in a prompt and courteous manner
  • Acts as first contact within HR department to respond to various employee inquiries or refers employees to the appropriate HR contact
  • Responds to requests for employment verification; obtains information regarding prior employees
  • Performs other duties as assigned
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.

  • AA Degree required, with Bachelor’s degree preferred 5 years’ related work experience
  • Familiarity with benefits programs, other employee and HR-related policies and procedures
  • Knowledge of California and Federal employment and workplace legal requirements is preferred
  • Experience with recruiting and hiring processes and ability to organize and coordinate large volume of applications and meet deadlines
  • Intermediate to advanced user skills in MSOffice applications (Word, Excel, Outlook, PowerPoint, Visio, Adobe Acrobat) and internet use for research
  • Ability to work as a team and independently, handling multiple tasks simultaneously
  • Ability to be responsive and manage multiple projects and timelines appropriately
  • Excellent planning, strong organization and time management skills
  • Excellent oral and written communication skills, including a good telephone manner
  • Effective interpersonal relational skills
  • Strong customer service values and the ability to incorporate an exceptional level of customer service in all policies, procedures, and practices
  • Demonstrated attention to detail, flexibility, resourcefulness, and creative problem-solving skills
  • Proactive approach to asking questions and raising concerns
  • Ability to build and maintain positive working relationships with staff and internal/external partners
  • Ability to maintain confidentiality in all aspects of client, staff, and program information and exercise proper discretion and judgment
  • Knowledge of basic human resources functions and experience working as a Human
    Resources Assistant is preferred
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 12/21/2017
Close Date
Open Until Filled Yes
Location Monrovia
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