Program Administrator I

$62,968 - $90,167/Yr

Public Health Institute - Sacramento, CA

posted 6 months ago

Full-time - Entry Level
Sacramento, CA
Hospitals

About the position

The Program Administrator I position at the Public Health Institute (PHI) is a vital role within the Center for Immigrant and Refugee Health (CIRH). This center was established to address the humanitarian and healthcare needs of refugee and immigrant populations, focusing on enhancing their health and well-being. The Program Administrator I will be responsible for managing office operations, which includes event planning, logistics, and the execution of various administrative tasks. The role also involves assisting with the implementation of work plan activities and reviewing all materials and documentation to ensure compliance and accuracy. In this position, the incumbent will report directly to the Program Administrator III and will play a key role in coordinating services for newly arrived refugee children, youth, and families from Afghanistan and Ukraine. The Program Administrator I will serve as the point person for processing invoices, travel claims, and other financial payments, ensuring that all financial processes are maintained and updated. Additionally, the role requires managing office supplies and equipment, acting as a liaison between staff and external partners, and supporting program staff in tracking reporting requirements for awardees and sub-awardees. The position is full-time, with a typical working schedule from Monday to Friday. It is a hybrid role, allowing for remote work while requiring occasional onsite presence in Sacramento, CA. Candidates must reside within a 50-mile radius of Sacramento and be available to work onsite as needed. The salary range for this position is between $62,968 and $90,167 per year, depending on experience and qualifications.

Responsibilities

  • Organize and maintain both electronic and paper filing systems, ensuring that documents are easily accessible and properly stored.
  • Serve as point person on the Program Administration team for processing all invoices, travel claims, check requests, credit card bill reconciliations and other financial payments.
  • Maintain and update payment processes.
  • Serve as event/project management point person for travel, including development of a travel guidance process in accordance with grant/event specifics and PHI/funder guidance.
  • Manage and maintain office supplies, equipment, and inventory, ensuring that resources are available and replenished as needed.
  • Act as a liaison between staff, clients, vendors, and other external partners, fostering effective communication and collaboration.
  • Coordinate facilities operations at physical office space.
  • Collect and review all contracting documents such as required forms, budgets for accuracy and completeness.
  • Work with stakeholders to process outside party agreements, including contracts for services, awards and subawards.
  • Support program staff in tracking and complying with reporting requirements for awardees and sub-awardees.
  • Manage and maintain schedules, appointments, and calendars, ensuring that all meetings and events are properly scheduled and coordinated.
  • Assist with data entry, record-keeping, and reporting tasks, ensuring accuracy and compliance with relevant PHI and California Department of Social Services (CDSS) policies.
  • Review all content such as flyers, website content, RFA documents to identify and correct errors and ensure consistency in language, style, and formatting.
  • Communicate with sub-grantees and grantees regarding budget matters, reports, and administrative matters.
  • Reconcile activity budgets and track budget projections for the program.
  • Handle administrative requests and queries.
  • Identify, develop, document and maintain clear administrative processes and procedures for filing systems of all daily office routines and workflows.
  • Provide a wide range of administrative and clerical support to ensure the smooth and efficient operation of the program.

Requirements

  • Three (3) years of experience in administration, finance, and/or budgeting.
  • Bachelor's degree, or substitute with four additional years of relevant experience.
  • Experience with accounting procedures for invoice processing and credit card statement reconciliation.
  • Experience with MS Teams and SharePoint.
  • Excellent computer skills including Microsoft Office Suite (Word, Excel, PowerPoint) as well as other office tools and software.
  • Commitment to health equity and the improvement of health and well-being of underserved populations.
  • Ability to work independently and communicate well both verbally and in writing.
  • Excellent administrative skills, with a focus on accuracy, timeliness, attention to detail, tact and confidentiality.
  • Collaborative and problem-solving approaches to projects.
  • Strong organizational and time management skills, with the ability to prioritize, multitask and meet deadlines.
  • Ability to effectively engage with diverse stakeholders and partners.

Nice-to-haves

  • Post secondary education in a relevant field (e.g., Business Administration, Office Management) preferred.
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