Administrative Coordinator

Administrative Coordinator

Job ID 1863

Location

Monrovia, CA;Work From Home – USA

Full/Part Time

Regular/Temporary

Program Summary

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.

Program Summary

Children’s Oncology Group (COG), a project of PHI, is a National Cancer Institute (NCI) supported clinical trials cooperative group, and the world’s largest organization devoted exclusively to childhood and adolescent cancer research. Clinical research is conducted at more than 200 member institutions, which are leading children’s hospitals, universities, and cancer centers throughout the United States, Canada, Europe, Australia, and New Zealand. COG’s over 9,000 multi-disciplinary cancer researchers, affiliated with the network of member institutions, provide access to state-of-the-art therapies and the collective expertise of world-renowned pediatric specialists to children with cancer, regardless of where they live. Today, more than 90% of 14,000 children and adolescents diagnosed with cancer each year in the US are cared for at Children’s Oncology Group member institutions.

Job Description

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 10,000 experts in childhood cancer at more than 200 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.

Under the supervision of the Manager of Program Administration, this position provides assistance, supports and coordinates a variety of human resources (HR) functions related to general recruitment, COG HR daily practices, responding to employee’s HR questions, processing personnel activities, staff operations, intranet support, and other human resources functions.

This is a time limited, remote, and full-time position. The Administrative Coordinator will be backfilling a position while the employee is on leave. The end date of the position can change. The estimated duration of the position is 4 – 6 months.

Full salary range for this position: $62,968 to $90,167 per year. The typical hiring range for this position is from $62,968 (minimum) to $76,568 (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 AND RESPONSIBILITIES include the following:

• Acts as contact and liaison with Public Health Institute Human Resources team on selected matters such as Benefits Administration, Leaves of Absence, Payroll, Telecommute, Separations, and Recruitment.
• Follows prescribed processes for informing employees about workplace safety and injury prevention, reports injury incidents and ergonomics.
• Assists with assigned recruitment activities to ensure compliance with organizational policies and reporting of recruitment activities.
• Assists new hires with on-boarding, orientation, documentation for compliance and employee system setup.
• Records and maintains data for each employee in the database and file paperwork in a timely manner. Ensure files are organized, processed, and maintained.
• Assists in processing employee separations and changes.

• Assists in annual performance evaluation and telecommute agreement processes.
• Creates and maintains Standard Operating Procedures for all processes.
• Maintains and updates monthly program’s contact lists, organizational chart and responds to phone and e-mail requests in a prompt and courteous manner.
• Acts as first contact to respond to various employee inquiries or refers employees to the appropriate team.
• Partners with COG IT Operations to ensure employees’ profiles are up to date and name changes are processed accurately.
• Assists with notifying employees regarding timesheets allocation changes and provides support for timesheet assistance. Ensures timesheet reminder emails are sent bi-weekly to all employees.
• Serves as a backup to the Manager of Program Administration in day-to-day responsibilities for cross coverage.
• Updates and maintains COG Intranet and LinkedIn profiles, including but not limited to creating announcements, news, and flyers.
• Assists and contributes to employee engagement and morale; active participation in COG social activities.
• Assists and maintains COG HR calendars, tracking reports, forms, and completes administrative paperwork.
• Assists with special projects.
• Performs other duties as assigned.

QUALIFICATIONS

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.

Minimum Qualifications

• 5 years of administrative or relevant experience including at least 1 year of HR experience.
• Associate degree, or substitute with two additional years of relevant work experience.

Other Qualifications

• 2 or more years of Human Resources related work experience preferred.
• Knowledge of basic human resources functions, policies, and procedures.
• Experience with recruitment and hiring processes.
• Ability to organize and coordinate large volume of files and meet deadlines.
• Knowledge of California and Federal employment and workplace legal requirements is preferred.
• Intermediate to advanced user skills in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Visio, and Adobe Acrobat) and internet use for research.
• Ability to work as a team and independently, handling multiple tasks simultaneously.
• Ability to be responsive and manage multiple projects and timelines appropriately.
• Excellent planning, strong organization, and time management skills.
• Excellent oral and written communication skills, including a good telephone manner.
• Effective interpersonal skills and emotional intelligence.
• Strong customer service values and the ability to incorporate an exceptional level of customer service in all policies, procedures, and practices.
• Attention to detail, flexibility, resourcefulness, and creative problem-solving skills.
• Proactive approach to asking questions and raising concerns.
• Ability to build and maintain positive working relationships with employees and internal/external partners.
• Ability to maintain confidentiality in all aspects and exercise proper discretion and judgment.

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.

Equal Employment Opportunity

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

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.