Administrative Specialist

Public Health Advocates (PHA) brings a health and equity lens to some of the most important issues of our day. We have over two decades of successful state and local campaign experience focusing on prevention and challenging the social, political, and economic systems that perpetuate racial, economic and health disparities. Over the past 25 years, PHAdvocates has helped 200 California cities enact more than 600 local policies. At the state level, we led the campaigns to get soda and junk food out of public schools, fund elementary school physical education, require that restaurants put calorie information on their menus, and fund statewide diabetes prevention. Our current campaigns address critical issues including preventing and mitigating childhood adversity, climate justice, and youth mental health. This position is grant-funded and currently approved through December 31, 2026. Any extension beyond that period is contingent upon the availability of funding. Salary - $66,000Position SummaryThe Administrative Specialist provides high-level administrative and operational support to the All Children Thrive (ACT-CA) Program Director and ACT-CA team. This position is responsible for coordinating internal systems, managing project management software (Asana), supporting subcontract administration, coordinating events and meetings (virtual and in-person), maintaining calendars and reporting documentation, and ensuring smooth operational processes across the initiative. The ideal candidate is highly organized, detail-oriented, technologically proficient, and able to manage multiple priorities independently in a fast-paced, collaborative environment.Essential Duties and ResponsibilitiesProject Management & Systems Coordination· Maintain and organize ACT-CA’s project management platform (Asana), including creating projects, assigning tasks, updating timelines, and ensuring accurate documentation.· Monitor task completion and support team accountability through consistent system updates.· Maintain and update the ACT master contact database, including ACT-funded projects, Equity Advisory Group (EAG) members, and partner contacts.Scheduling & Calendar Management· Coordinate scheduling for ACT-CA team meetings, policy trainings, Learning Community sessions, grant consultations, and stakeholder meetings.· Manage executive and ACT master calendars.· Schedule quarterly check-in meetings between ACT Director and ACT-funded projects.· Create and distribute calendar invitations and manage Zoom meeting logistics.Meeting & Event Coordination· Coordinate logistics for in-person and virtual meetings, including securing venues, catering, materials, and technology support.· Take meeting minutes, distribute materials, track action items, and manage follow-up communications.· Provide logistical coordination for Learning Community meetings, internal staff meetings, coalition meetings, and EAG convenings.· Support All Staff meetings and program-wide events.Subcontract & Invoice Administration· Support execution and coordination of Independent Contractor (IC) and Equity Advisory Group (EAG) subcontracts.· Collect and maintain required documentation (W-9s, IC information sheets, EFT forms).· Compile and submit invoices to Finance; track payment status and follow up as needed.· Coordinate with Finance to ensure timely processing of invoices and subcontract compliance.Travel & Expense Management· Coordinate travel arrangements for ACT-CA team members, including lodging and transportation within budget guidelines.· Purchase meeting supplies, food, and materials for program activities.· Prepare and submit expense documentation in compliance with organizational policies.Reporting & Compliance Support· Support the ACT Director in organizing and formatting biannual reports to CDPH, ensuring compliance with branding and funding requirements.· Organize reporting files and deliverables for ACT-funded projects.· Schedule reporting review meetings and ensure documentation completeness.Equity Advisory Group (EAG) Support· Manage EAG member contracts and administrative coordination.· Coordinate quarterly EAG meetings and related activities.· Serve as primary administrative liaison for EAG logistics, scheduling, and invoicing.Recruitment & Hiring Support· Provide administrative support for RFA recruitment outreach.· Schedule interviews and coordinate logistics for candidate interview panels.Additional Responsibilities· Provide general administrative support to ACT-CA staff.· Contribute operational insights to improve systems and workflow efficiency.· Perform other duties as assigned.RequirementsQualifications and Competencies· Associate’s degree or equivalent professional experience.· Minimum 2–3 years of administrative or operations experience.· Proficiency in project management software (e.g., Asana), Microsoft Office, Google Workspace, and Zoom.· Strong organizational skills and attention to detail.· Ability to manage multiple deadlines with minimal supervision.· Excellent written and verbal communication skills.· Experience supporting grant-funded programs.· Experience coordinating events and subcontract administration.· Familiarity with public health, policy initiatives, or nonprofit organizations.· Organizational Excellence· Systems & Process Management· Communication & Documentation· Problem-Solving & Initiative· Professionalism & Confidentiality· Collaboration & Team SupportBenefitsWork Environment- PHA is a fully remote organization; however, California residency is required- Must have reliable internet and availability during office hours 9-5:30- Travel required 6–12 times per year for retreats, meetings, and funder or partner engagements- Full health benefits available to staff and children- 5% retirement contribution regardless of matchPublic Health Advocates provides equal employment opportunities to all applicants without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, age, disability or genetics.

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