The Public Health Institute of Metropolitan Chicago
September 25, 2018
Full Time - Experienced
4 Year Degree
Public Health Institute of Metropolitan Chicago (PHIMC) seeks an Administrative Associate (AA) to provide support across the agency. The position will be responsible for supporting day to day operations of the organization and providing support for a variety of administrative programs including office operations and procedures. The position will assist with organizational level initiatives as well as facilitate program specific tasks including meeting and event coordination, partnership outreach and data tracking, scheduling and calendar management, recordkeeping, and managing supplies and organizational documents. The AA reports to the Executive Director.
The ideal candidate is excited to join a team working to successfully complete projects and grow the organization. The AA will work across all program areas and interface considerably with PHIMC’s Finance Department and executive leadership. The ideal candidate is willing to learn, asks questions, pays close attention to details, solves problems, is self-directed, manages multiple projects, and is comfortable working in a team.
Public Health Institute of Metropolitan Chicago (PHIMC) expands the capacity of public health and health care systems in Illinois to promote health equity and expand access to care. Through program implementation, organizational development, and fiscal management, PHIMC leads efforts to strengthen the public health infrastructure in Illinois. PHIMC tackles critical health challenges in partnership with public health departments and other government agencies, community-based organizations and advocacy groups, academic and grant-making institutions, and health care providers and associations.
PHIMC promotes equity in all its work, and is committed to addressing systemic factors that perpetuate discrimination and injustice, particularly based on race, class, and gender. All PHIMC staff are expected to actively participate in this work.
Duties include, but are not limited to the following:
Support executive team on all-agency projects
Work with program staff to identify and support communications needs, such as updating fact sheets, developing and editing content, marketing opportunities and events, and promoting resources
Maintain PHIMC listerv and support both internal and external communications, including website, social media, newsletters, and media packets
Manage and maintain PHIMC organizational calendar
Provide administrative support to external partners, including fiscal agents and subcontractors
Coordinate meeting logistics including scheduling, notetaking, sending reminders, tracking attendance, ordering catering, securing space, and associated duties
Process and log all outgoing checks and support finance department in the collection and documentation of expenses
Order and track office supplies
Work with IT consultant to manage computers, copier, printer, and other office technology
Lead onboarding for new staff, interns, and organizational home clients
Monitor and maintain general email and phone accounts
Assist with coordination of grant materials, contracts, and other documents
Maintain office communal space in conjunction with staff
Assist with special projects as needed
Bachelor’s Degree and some experience in public health or other related fields
Excellent interpersonal and communication skills, written and oral
Ability to work collaboratively with a variety of diverse stakeholders
Experience with web communications and marketing platforms; knowledge of WordPress and Constant Contact a plus
Meeting and event planning skills
Excellent follow through on assignments
Ability to see an issue and initiate a response
Comfortable taking direction and seeking help when needed
Flexibility and ability to manage multiple projects
Ability to work independently
Proficient with Adobe Suite, graphic design knowledge a plus
Expertise in using Microsoft Office programs, especially Excel and Outlook
PHIMC is an equal opportunity employer. Qualified applicants are considered for employment without regard to age, race, color, religion, gender, national origin, sexual orientation, disability or veteran status.
Please email a cover letter and resume outlining your unique qualifications addressed to “Hiring Committee” to firstname.lastname@example.org with “Administrative Associate” in the subject line.No phone inquiries will be accepted.