Administrative Coordinator

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.

Position Summary

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 12,000 experts in childhood cancer at more than 220 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.

The Administrative Coordinator is responsible for providing administrative and project support to Staff Operations. In addition, collaborating and coordinating with COG personnel to carry out activities for assigned duties and special administrative projects to ensure that goals and objectives are accomplished in a timely manner. Primary responsibilities include analyzing and processing invoices, procurement, and travel reimbursements, and determining and ensuring compliance with PHI/COG policies before obtaining approval signatures and submitting for payment. In addition, the Administrative Coordinator will be responsible for coordinating COG’s Onboarding, All Staff Meetings, and serve as a back-up to the Manager of Office Administration. This position will report to the Manager of Office Administration.

This is a full-time and remote position. The candidate must reside within the greater Los Angeles, CA area. This role requires occasional travel to the office.

Full salary range for this position: $64,542 to $92,421 per year. The typical hiring range for this position is from $64,542 (minimum) to $78,482 (midpoint), based on 100% FTE. The starting salary is determined based on the candidate’s knowledge, skills, experience, as well as budget availability.

Essential Duties & Responsibilities

COG Invoices

• Monitor and manage the COG Invoices inbox. Review and analyze to determine and ensure the reimbursement requests are in compliance with PHI and COG policies, GSA and DOD rates. Add the accurate speedtypes/allocations and gain approval for invoices, staff reimbursements and travel requests. Review and follow-up with PHI Payments on any outstanding invoice payments and staff reimbursements
• Create and maintain various tracking files, guidance documents and emails relating to invoices, staff reimbursements, procurement, and travel costs
• Facilitate travel arrangements (flights and hotels) for COG staff traveling on COG business meetings/conferences, including the Spring and Fall COG Group Meetings and other pre-approved meetings throughout the year. Maintain records for expense allocations of any travel expenses. Adhere to PHI and COG travel policies, determine allowable expenses and per diem rates to staff so they are informed before traveling. Process travel reimbursements and ensure reimbursement policies are followed before requests are submitted for payment
• Source best options for office supplies and provide cost effective recommendation to the Manager of Office Administration or Senior Director of Staff Operations. Assist with placing orders for supplies. Process credit card payments as directed by the Manager of Office Administration or Senior Director of Staff Operations. Retrieve and save appropriate files relating to purchases
• Analyze and reconcile the monthly PHI/COG credit card transaction reports
  
  

Office Administration

• Provide administrative and project support to the Senior Director of Staff Operations and Manager of Office Administration as assigned
• Answer and direct main phone line and office intercom in a timely manner and during regular business hours and triage calls appropriately
• Monitor COG Voicemail and COG Fax inboxes and forward to the appropriate staff member when necessary
• Create UPS labels, schedule pick-up and delivery as required
• Develop and maintain Office Administration standard operating procedures (SOPs) to manage workflow
• Function as the primary back-up to the Manager of Office Administration for the following, including but not limited to:
• Review and prepare COG monthly rent allocations.
• Office support:
• Coordinate office visits, provide in-person support when needed and ensure office visits are in compliance with policies
• Retrieve and triage office mail to the appropriate team
• Communicate with Manager of Office Administration and Senior Director of Staff Operations when office supplies need to be replenished and when building maintenance is needed
• Provide support for COG Group Meetings by coordinating shipment of meeting supply inventory. Communicate with appropriate staff to confirm items that are needed during the Group Meeting
  
  

Administrative/Misc.

• Coordinate COG’s Onboarding and All Staff Meetings by maintaining the schedule, sending meeting invites, collecting and reviewing presentation files, and setting-up necessary meetings with presenters
• Manage and execute new hire communication processes promptly and efficiently
• Coordinate with COG Program Administration to purchase ergonomic supplies
• Provide administrative and project support for COG Intranet as directed by the Senior Director of Staff Operations, including but not limited to:
• Maintain and update global document files (i.e., forms, guidelines and polices)
• Create and/or add events, posts and news to COG Intranet
• Provide administrative and project support for COG REDI Committee
• Serve as the primary contact for assigned special projects as directed by the Manager of Office Administration
• Prepare PowerPoint and other multi-media presentations
• Communicate regularly to relevant personnel to support COG operations and generate reports when requested
• Perform other duties as assigned
  
  

Minimum Qualifications

• 5 years of administrative experience
• Associate’s degree, or substitute with 2 additional years of administrative work experience
  
  

Other Qualifications

• High level of PC literacy, including intermediate to advanced knowledge of MS Office software, such as MS Word and Excel
• Excellent oral and written communication skills, prioritization, service orientation and outstanding interpersonal skills are essential
• Must be self-starter and able to work independently as well as within a team environment
• Must be well-organized and flexible to handle multiple tasks and learn job responsibilities efficiently and quickly
• Accounting and finance experience preferred
• Bachelor’s degree or more years of administrative work experience preferred
• Ability to travel to Monrovia, CA office when needed to provide in-person office support
  
  

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.

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.

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