67 applicants

Company

Public Health Institute · 2 days ago

Administrative Assistant III

United States

Part-time

Remote

Mid Level

$25.23/hr - $35.52/hr

4+ years exp

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Responsibilities

Support the Refugee Mental Health Initiative project with processing monthly invoices from grantee organizations which may include initial review of documentation for accuracy, outreach to grantees for reminders and clarifications, as directed, maintain central tracking, and generation of check requests for payments.

Prepare check requests and travel expense reimbursements for review and approval.

Prepare monthly reconciliation of credit card statement for review and approval.

Coordinate logistics for Cypress weekly team meeting including scheduling, reminders, agenda creation and distribution; start Zoom meeting; attend, take and distribute minutes in a timely manner.

Assist, as assigned, with various Cypress projects including calendaring, setting up Zoom links, sending reminders, and taking minutes at meetings.

Generate customized training survey result reports for clients, integrating collected survey results into existing template and in collaboration with leadership team and Training Coordinator. This is estimated at 10-25 reports/month.

Provide back-up support to the Training Coordinator, as needed, with tasks such as participant registration, workshop reminders, addressing participant questions, technical support during trainings, and tracking attendance.

Assist Operations Team, as needed, with various steps of course set-up using multiple platforms; current platforms include: Arlo, Articulate 360, MHFA Connect, GoogleDrive, SurveyMonkey.

Assist Evaluation Team, as needed, with data compilations which may include running reports from survey platforms and consolidating records from multiple sources to a single file.

Monitor incoming emails on Cypress’s general email account and Cypress main phone line – direct messages to appropriate team member and respond to inquiries as applicable from a trauma-responsive lens.

Order supplies for staff, ensure instructors have necessary materials for in-person trainings; may involve arranging for copies of handouts and shipping materials to instructors.

Coordinate travel arrangements for Cypress Director and other Cypress staff as needed (currently estimated at 1-2 trips/year).

Organize team celebratory events and staff recognition activities (such as work anniversaries, new staff welcome, and staff goodbye). Staff events are currently virtual.

Provide additional support to the program as needed.

Qualification

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Administrative experienceClerical experienceAccounting experienceZoom proficiencyOutlook proficiencyWord proficiencyExcel proficiencyGoogle platform proficiencyData managementCultural responsiveness

Required

4 years of related administrative, clerical and/or accounting experience.

High school diploma or equivalent.

Attention to detail and comfort with numbers.

Excellent communication skills, including an understanding for the importance of clear and regular communication in a remote work environment.

Proficient with Zoom, and/or other web-based meeting platforms.

Proficient in Outlook, Word, Excel, Google platform; willingness to learn new software/applications.

Ability to be productive in a remote work environment.

Ability to follow written instructions and comfort with asking for clarification when needed.

Ability to use some independent discretion and judgement as appropriate.

Ability to function in a fast-paced environment, make simultaneous progress on multiple tasks, and meet deadlines.

Problem-Solving: ability to identify and resolve problems in a timely manner; ability to develop alternative solutions.

Strong interpersonal communication skills with a focus on mutuality, kindness, and respect for all team members.

Ability to serve diverse populations with respect and culturally responsive practices.

Expressed commitment to building community resilience and skills that support people experiencing a mental health challenge, trauma and grief.

Must be able to work during daytime business hours in the Pacific Time Zone.

Company

Public Health Institute

Public Health Institute offers programs and services that aim to promote health, well-being, and quality of life

Founded in 1964

Washington, District of Columbia, USA

501-1,000 employees

http://www.phi.org

H1B Sponsorship

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2023 (2)

2022 (2)