Operations Administrative Assistant

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.

SUMMARY

Bridge is a program of the Public Health Institute (PHI) that works across the health care system to expand access to low-barrier addiction treatment and sexual and reproductive health care, and to advance health equity. Our largest program, CA Bridge, has supported more than 290 hospitals over the last six years to implement medications for addiction treatment (MAT) in the ED based on the CA Bridge Model for 24/7 low-barrier access to evidence-based addiction treatment. Our new initiative, CA Bridge Connect, extends this work beyond the ED through a phone and text line that connects people living with substance use disorders - and their families and care providers - to trained navigators, who link callers to local providers offering immediate MAT. Our National Expansion program builds capacity for ED MAT in every state by activating local leaders to transform addiction care and reduce overdose deaths. EMS Bridge extends the administration of low-barrier MAT to paramedics. Through the ED Syphilis/HIV/HCV Screening Program, we support EDs to implement routine opt-out screening, immediate treatment, and navigator-led patient education and linkage to care. Our Access Bridge program increases access to contraception and treatment for pregnancy emergencies from the ED, particularly in abortion-restricted states and regions.

POSITION OVERVIEW

The Bridge Operations Administrative Assistant provides essential administrative support for the Bridge Center, including general office correspondence, scheduling and calendar management, and travel coordination and booking.

Full pay range for this position: $26.43 to $37.21 per hour. The typical hiring range for this position is from $26.43 (minimum) to $31.82 (midpoint) per hour. The starting wage is determined using a variety of factors, such as the candidate's knowledge, skills, and experience, as well as internal equity consideration and budget availability.

IMPORTANT INFORMATION

• This is a full-time (1.0 FTE) position with a schedule of 40 hours/week. The position is primarily remote and open to CA-based candidates only. San Francisco Bay Area candidates preferred as the incumbent of this position must be able to travel to Oakland, CA intermittently.
• The incumbent is required to work during core business hours for the Pacific time zone.
• To apply, please submit an application attaching an updated resume and cover letter.

Employment Type: Full Time

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Administration

• Correspondence: Manage incoming and outgoing correspondence, including management of the primary Bridge phone number and info@ email address.
• Program Materials: Coordinate printing, assembly, and distribution of program materials to program participants and materials inventory.
• Calendaring: Manage the admin calendar; provide administrative support for Executive Leadership Team's events and activities via calendar tracking and documentation; assist staff and leadership in scheduling meetings and coordinating calendars as needed.
• IT Support: Provide technical support for technology hardware and software and serve as liaison with the program's IT support provider; conduct pick up and drop off of computers to/from employees and set up shipping labels for non-Bay Area returns for repairs.
• Operations: Manage requests for assistance received via the Operations request form (e.g., source and order office supplies).
• Events: Support in-person and virtual events (e.g., booking, contracting, setting up venue space, equipment, and refreshments, preparing final presentations and materials, coordinating team members and temporary staff, and supporting other logistics).
• Onboarding: Organize logistics for new staff, train new staff on program procedures including software, finance, administration, and other office operations as needed.
• Office Management: Manage coworking space relationship and program office space; manage and dispose of office inventory in accordance with organizational and funder policies.
• Account Management: Manage program subscriptions, accounts, and user administration (Adobe/Google Workspace, Microsoft 365, Slack, etc.).
• Perform other duties as assigned.

Finance

• Support financial tasks such as retaining and organizing all receipts of purchases.
• Support credit card reconciliation.
• Manage and coordinate communications with staff and participants related to travel and reimbursements.

• Support staff with travel arrangements, hotel bookings, conference registrations, and other travel logistics in compliance with PHI and relevant funder policies.
• Manage and receive travel requests via the Operations Request form.
• Research hotels and flights with the most competitive pricing within funder rates.
• Communicate and finalize travel arrangements with employees.
• Complete credit card authorizations for hotels.

Document Management

• Organize and manage program documents (e.g., staff and consultant contact sheets, staff travel information, organization chart, policy compliance documents, etc.).
• Prepare document templates; copyedit documents as needed.
• Process, maintain, and file alternative work schedule (AWS) agreements.
• Take initiative with continuous process improvement for documents owned by the Operations Team, for internal use with program staff and external use for consultants.

Perform other duties as assigned.

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.

Minimum Qualifications

• 4 years of related experience.
• High School diploma or equivalent.

Other Qualifications

• Proficiency in Google Suite, Word, Excel, and Adobe Acrobat.
• Excellent computer skills in word processing, spreadsheets, presentations, communications; experience with cloud-based file management systems; Mac OS preferred.
• Technically proficient, with the ability to support staff in resolving routine technology issues and navigating internal systems.
• Exceptional organizational and time management skills, with a proven ability to coordinate complex administrative functions and maintain accuracy across competing priorities.
• Exceptional attention to detail with excellent follow-through and careful adherence to policies and procedures.
• Ability to exercise initiative, be resourceful, and solve problems independently.
• Exceptional work ethic and ability to manage multiple tasks.
• Ability to communicate and establish effective working relationships with diverse groups, and interact effectively with coworkers, personnel in partner organizations, and external vendors.
• Familiarity with Zoho, Slack, and Zoom preferred.
• Experience in public health and/or social justice issues preferred.

PHI/Bridge is committed to advancing social and racial justice through our work with health care systems. We recognize the value of having a staff that brings a wide range of perspectives to this work based on language, ethnicity, race, gender, socioeconomic background, political beliefs, sexual orientation, and disability. We believe the lived experiences of our employees and their unique ideas inspire innovative solutions. Black, Indigenous, People of Color, LGBTQIA+, and people with disabilities and lived experience with substance use are strongly encouraged to apply.

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

To apply for any position, you must create an account on the Public Health Institute's job application site. After creating your account, you may search the open positions and apply for the specific position that interests you. Please note, mailed and emailed applications will not be accepted.

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.

Additional information about PHI's benefits and compensation offerings can be found here.

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.