Administrative Assistant III
POSTING NUMBER: #1338 POSITION TITLE: Administrative Assistant III CLOSING DATE: Until Filled LOCATION: Remote position
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.
Tracing Health was launched in response to the public health emergency pandemic of COVID-19. Our services include contact tracing and scientific support to counties and local health departments. Our highly-trained employees counsel contacts and connect them to community resources for the successful implementation of quarantine.
The Oregon Public Health Institute improves health, advances equity, and responds to public health needs in Oregon and beyond. This position helps us do that by providing administrative and clerical support to the OPHI team, including its groundbreaking Tracing Health COVID-19 response program.
Reporting to the Program Administrator, the Administrative Assistant III provides remote, general office support in the areas of fiscal, payroll, and human resources; and assists with specialized projects as needed.
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.
Essential Duties & Responsibilities
Works under the general direction of the Program Administrator and supports the OPHI and Tracing Health leadership team, providing remote administrative support, including attending and scheduling virtual meetings, taking minutes, coordinating the manager’s schedule, and making appointments.
Schedules meetings in Zoom and Outlook and sends out meeting invitations and minutes.
Produces letters, memos, forms, and spreadsheets using various software applications that require intermediate to advanced computer skills.
Assists with tracking job announcements and monitors the recruitment process, including scheduling interviews and preparing interview packets. Assists with other HR-related functions as needed.
Prepares personnel information updates, PAFs, new hire forms, etc.
Assists managers in timesheet management in PeopleSoft, including tracking the submission, verification, and approval of staff timesheets.
Prepares, obtains signatures, and submits Personnel Action Forms (PAFs)
Obtains approval and gathers supporting documentation for purchases and maintains remote office supplies.
Provides timecard and payroll support, including SpeedTypes verification.
Makes travel arrangements for management/leadership and assists with obtaining receipts and supporting documents to process travel expense claims.
Assists with special projects.
Prepares budgetary and financial reports using spreadsheet and database applications.
Performs other duties as assigned.
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.
At least 4 years of administrative and/or clerical experience.
High School diploma or equivalent.
Intermediate to advanced computer skills in Word, Excel, Access, PowerPoint, and Outlook.
Ability to maintain a high level of confidentiality.
Ability to perform basic mathematic functions.
Strong administrative/clerical skills, including but not limited to virtual file organization, meeting support, and calendaring
Excellent oral and written communication skills.
Ability to work independently, handle multiple tasks, and prioritize multiple assignments.
Strong organizational and filing skills.
Good problem-solving skills.
Ability to work well as a team member.
Excellent analytical skills and written and oral communication skills.
Ability to be creative, resourceful, trustworthy, reliable, and discrete.
Ability to exercise initiative and make independent decisions following the standard policies and procedures of the organization, as well as exercise discretion and judgment when giving out information to others.
Some college education is preferred.
This is a part-time 50% FTE position that is expected to work 20 hours/week.
This is a remote, time-limited position that is expected to last until approximately December 31, 2022, with potential to extend dependent on funding availability.
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.
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.
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
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.
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.