POSTING NUMBER: #1863
POSITION TITLE: Administrative Coordinator
CLOSING DATE: Until Filled
LOCATION: Remote, USA
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.
The Children’s Oncology Group (COG), a National Cancer Institute supported clinical trials group, is the world’s largest organization devoted exclusively to childhood and adolescent cancer research. The COG unites more than 10,000 experts in childhood cancer at more than 200 leading children’s hospitals, universities, and cancer centers across North America, Australia, and New Zealand in the fight against childhood cancer. Our goal is to cure all children and adolescents with cancer, reduce the short and long-term complications of cancer treatments, and determine the causes and find ways to prevent childhood cancer.
Under the supervision of the Manager of Program Administration, this position provides assistance, supports and coordinates a variety of human resources (HR) functions related to general recruitment, COG HR daily practices, responding to employee’s HR questions, processing personnel activities, staff operations, intranet support, and other human resources functions.
This is a time limited, remote, and full-time position. The Administrative Coordinator will be backfilling a position while the employee is on leave. The end date of the position can change. The estimated duration of the position is 4 – 6 months.
Full salary range for this position: $62,968 to $90,167 per year. The typical hiring range for this position is from $62,968 (minimum) to $76,568 (midpoint), based on 100% FTE. The starting salary is determined based on the candidate’s knowledge, skills, experience, as well as budget availability.
- Acts as contact and liaison with Public Health Institute Human Resources team on selected matters such as Benefits Administration, Leaves of Absence, Payroll, Telecommute, Separations, and Recruitment.
- Follows prescribed processes for informing employees about workplace safety and injury prevention, reports injury incidents and ergonomics.
- Assists with assigned recruitment activities to ensure compliance with organizational policies and reporting of recruitment activities.
- Assists new hires with on-boarding, orientation, documentation for compliance and employee system setup.
- Records and maintains data for each employee in the database and file paperwork in a timely manner. Ensure files are organized, processed, and maintained.
- Assists in processing employee separations and changes.
- Assists in annual performance evaluation and telecommute agreement processes.
- Creates and maintains Standard Operating Procedures for all processes.
- Maintains and updates monthly program’s contact lists, organizational chart and responds to phone and e-mail requests in a prompt and courteous manner.
- Acts as first contact to respond to various employee inquiries or refers employees to the appropriate team.
- Partners with COG IT Operations to ensure employees’ profiles are up to date and name changes are processed accurately.
- Assists with notifying employees regarding timesheets allocation changes and provides support for timesheet assistance. Ensures timesheet reminder emails are sent bi-weekly to all employees.
- Serves as a backup to the Manager of Program Administration in day-to-day responsibilities for cross coverage.
- Updates and maintains COG Intranet and LinkedIn profiles, including but not limited to creating announcements, news, and flyers.
- Assists and contributes to employee engagement and morale; active participation in COG social activities.
- Assists and maintains COG HR calendars, tracking reports, forms, and completes administrative paperwork.
- Assists with special projects.
- Performs other duties as assigned.
- 5 years of administrative or relevant experience including at least 1 year of HR experience.
- Associate degree, or substitute with two additional years of relevant work experience.
- 2 or more years of Human Resources related work experience preferred.
- Knowledge of basic human resources functions, policies, and procedures.
- Experience with recruitment and hiring processes.
- Ability to organize and coordinate large volume of files and meet deadlines.
- Knowledge of California and Federal employment and workplace legal requirements is preferred.
- Intermediate to advanced user skills in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Visio, and 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 skills and emotional intelligence.
- Strong customer service values and the ability to incorporate an exceptional level of customer service in all policies, procedures, and practices.
- 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 employees and internal/external partners.
- Ability to maintain confidentiality in all aspects and exercise proper discretion and judgment.
FAIR LABOR STANDARDS ACT (FLSA) STATUS
This position is classified as exempt based on the job duties. However, based on the FTE, salary level of the employee, or federal/state/local laws, the employee may be classified as nonexempt.
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.
#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 Recruitment@phi.org.