Public Health Institute Hiring for Administrative Assistant III Job at Remote Full Time

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.

Position Summary

The Administrative Assistant III provides administrative, clerical and systems support to the Office of Research and Agreement Administration (ORAA) department, also known as the Agreements Team. Under the direction of the Director of ORAA, the Administrative Assistant III is responsible for implementing business processes through our contract management system (Salesforce) and financial system of record (PeopleSoft), communicating with internal and external parties, coordinating and scheduling of meetings, and supporting accurate data entry and reporting on team KPIs.

This position can be fully remote.

Pay: $23.94 to $28.82 per hour. The typical hiring range for this position is $23.94 to $28.82 per hour (with an approximate annualized salary of $49,800 to $59,955 based on 100% FTE). The starting wage is determined based on the candidate’s knowledge, skills and experience.

Employment Type: Full Time

Essential Duties & Responsibilities

• At the direction of the Director of ORAA, work in the ORAA system to support the efficient processing of agreement requests from programs and central departments.
• Perform ORAA team data entry and maintenance in Salesforce and PeopleSoft to ensure accurate reporting and metrics.
• Track the status of agreement submissions in Salesforce from request through issuance in coordination with the assigned contract drafters.
• Close out or update Salesforce records upon request from the ORAA Director or the assigned contract drafter to ensure the most recent information is recorded.
• Create, amend, and close out purchase orders in PeopleSoft in a timely manner upon requests from ORAA team; distribute purchase order information to the relevant teams in a timely manner.
• Monitor designated dashboards and worklists for incoming payment request submissions, inquiries, and other requests.
• Draft and send responses to inquiries from internal and external parties with escalation to the appropriate person where needed.
• Perform scheduling, preparation, and set up of department meetings and trainings, including schedule coordination, attendee outreach, and preparation of required materials.
• Participate in routine meetings of the Agreements Team to monitor and support workflow.
• Prepare team meeting agendas and meeting minutes for distribution to attendees.
• Support the processing of incoming agreement requests, including:
  • Monitoring incoming agreement requests and routing to the appropriate contract drafter in ORAA.
  • Reviewing and conducting intake for all incoming agreement requests, including creating the applicable records in Salesforce and entering all relevant data.
  • Conducting compliance reviews of outside parties in accordance with PHI policy.
  • Preparing and sending correspondence to internal and external parties, including those relating to agreement distribution and signature requests.
  • Formatting agreements and exhibits for distribution to outside parties.
  • Tracking the status of agreement signatures and ensuring each agreement is fully executed and saved to the appropriate location.
• Work with technical support to identify and analyze root causes of user issues in Salesforce and PeopleSoft modules that support the Agreements Team.
• Contribute to annual subrecipient monitoring procedures by securing documentation from outside parties. Assist with distributing letters to outside parties, tracking responses in our database, and conducting follow-up as needed.
• Update and maintain complex documents and reports upon request.
• Complete special projects and perform other duties as assigned.

Minimum Qualifications

• 4 years of administrative, scheduling and clerical experience in a professional environment.
• Experience using Salesforce and / or other CRM or contract management system(s).
• Demonstrated experience working cross-functionally and developing working relationships across teams.
• High school diploma or equivalent.

Preferred Qualifications

• Be flexible with the ability to multitask and prioritize work.
• Excellent organizational skills.
• Ability to handle multiple tasks with a high degree of attention to detail and accuracy.
• Excellent problem solving ability, and analytic and critical thinking skills.
• Excellent oral and written communication skills in a professional environment.
• Excellent customer support orientation.
• Ability to work independently and to work effectively as member of a team.
• Ability to tactfully communicate with all levels of personnel.
• Sound judgement and discretion.
• Excellent computer skills, including intermediate Microsoft Office (Word, Excel, Access, PowerPoint), and familiarity with Salesforce (or other contract management system) and PeopleSoft (or other ERP).
• College degree preferred.

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 [email protected].

#LI-REMOTE

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 [email protected].