Program Specialist. All Children Thrive – California

Public Health Advocates brings a public health lens to today’s most pressing problems, helping communities to pass laws, reform systems, and establish norms that foster justice, equity, and health. We are a diverse team of creative, strategic, tenacious people committed to tackling the unjust systems that continue to leave far too many Californians behind.

Public Health Advocates has an immediate opening for a project specialist/executive assistant to support our five-year All Children Thrive – California (ACT-CA) equity-focused, community-driven initiative to expand the role of cities and counties in preventing childhood trauma, countering its effects, and fostering individual, family, and community healing and resilience. 

The ACT-CA Specialist will serve in an executive assistant role in support of the ACT-CA Program Director. This position is responsible for managing ACT-CA’s project management software (Asana), coordinating events (virtual and in-person), tracking, and facilitating sub-contracts, managing executive calendars, and providing administrative support to ACT-CA staff and Equity Advisory Group.  The ideal candidate is detail-oriented, has strong experience using project management database, experienced at planning events and meetings, adept at scheduling multiple calendars, works well independently, comfortable with technology, and an excellent problem-solver. 

The Specialist/executive assistant will need to function well in a fast-moving project, solve problems independently and be flexible and adaptable to change.  With the current environment of COVID-19 restrictions, teamwork and creative problem solving are important now more than ever.  We recognize that although there are restrictions that have impacted our work, we are committed to working together to get the job done.  The ideal candidate for this position is solution-focused, persistent, and willing to try multiple approaches to move work forward.

The executive assistant responsibilities of this position require consistent, clear, and diplomatic communication.  Accuracy, attention to detail and planning ahead is especially important as this position supports the productivity of the entire team.

RESPONSIBILITIES

  • Under direction of Program Director, ensure Asana project management software is organized with relevant information for team to perform their duties efficiently. This includes creating projects, assigning tasks, updating calendars, etc.
  • Heavy scheduling support for all ACT-CA team meetings and team members who conduct business with city leadership, community members, and partners
  • Send communication materials and represent the ACT-CA project to interested community members
  • Maintain a master contact list for ACT, receive and organize Technical Assistance (TA) contacts.  Ensure the list is accurate and relevant contact information is updated
  • Take meeting minutes and track action items for ACT-CA strategy meetings, coalition meetings and learning community meetings
  • Travel planning support for ACT-CA team members (finding budget eligible lodging and transportation)
  • Purchase meeting supplies, food, and other necessary items for in-person program meetings. Complete expense reports for purchases
  • Coordinate the creation and submission of expense reports and quarterly reports by tracking, compiling, and distributing documents to staff and partners 
  • Compiling evaluation documents
  • Assembling documents and presentation materials for ACT-CA 
  • Coordinate sub-contracts and small grants to a group of ACT-CA cities.  Interface with non-profits, institutions, and local city governments to manage and track grants and contracts
  • Provide administrative support for Equity Advisory Group (EAG) members.  Manage each of the EAG member’s contracts with the project.  Coordinate logistics for quarterly EAG meetings
  • Provide admin support, scheduling, and coordination for trainings and virtual Learning Community meetings that include 15-30 local coalitions across the state
  • Other duties as assigned

 QUALIFICATIONS

  • Strong experience in administrative support, event planning, executive assistant or coordination role.  2 years preferred, 1 year required
  • Proven proficiency in Google docs, Zoom meetings platform, Adobe, Microsoft Outlook email and calendar functions
  • Availability to travel to team meetings throughout the state
  • Have reliable transportation

POSITION DETAILS

  • This is a full-time non-exempt position in Sacramento, California
  • Pay range: $15.31 – $22.96 per hour (commensurate with relevant experience)
  • Eligible for full health benefits available to spouses, domestic partners, and dependents
  • Position is primarily telework
  • Position available immediately
  • Application period closes September 16, 2022

ADDITIONAL CONSIDERATIONS

  • Familiarity with Asana
  • Experience in local policy work, working for an elected official or in a social service or mental health setting
  • Experience as a scheduler for an executive or high-level leader
  • Spanish language proficiency

Submit cover letter, resume, 3 references and writing sample by email to: Sergio Zepeda, Director of Human Resources: SZ@PHAdvocates.org.

Final candidates will be required to pass a Microsoft Suite proficiency exam.

Public 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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