Recruitment & Administrative Coordinator

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.

SUMMARY:

About CivicSpark

CivicSpark is a national fellowship program supported by AmeriCorps and focused on building capacity of local government agencies and community organizations to address pressing community resilience issues such as natural disaster preparedness, housing affordability, energy networks, transportation and infrastructure, economic development, water management, and public health. The fellowship program provides a launchpad for more than 100 young professionals per year who are seeking careers in community planning sectors. Since 2014, nearly 1,000 Fellows have provided over one million hours of service to more than 300 local public agencies through over 1,000 projects. CivicSpark currently operates in three states: California, Colorado, and Washington.

About the Position

The Public Health Institute's CivicSpark fellowship program is seeking a Recruitment and Administrative Coordinator. This position reports to the Executive Director and supports a variety of tasks involved with administering the program, with a primary focus on recruitment, onboarding, offboarding and ongoing administrative support for fellows participating in the program. The ideal candidate will have strong administrative, organizational and project management skills with a growth mindset, and the ability to learn and apply new skills.

This is a time-limited position that is expected to end on September 4, 2026. This position may be extended depending on program needs and funding availability. At PHI, a time-limited position is defined as regular employment with an expected end date of no more than one year from the beginning of the position. In rare circumstances, time-limited positions may be extended to a maximum total length of up to eighteen (18) months from the start of the employee's original time-limited position. The position is required to work during core business hours for the Pacific Time zone.

This position is fully remote with required travel at least 2-3 days per year. Based on the CivicSpark fellowship program's business needs, candidates living within 50 miles commuting distance of the following metropolitan regions in California are strongly preferred: San Francisco Bay Area, Los Angeles, Riverside/San Bernardino (Inland Empire), Sacramento and San Diego. Candidates outside of these regions with the relevant qualifications aligned with the job requirements are welcome to apply and will be considered.

Full pay range for this position: $64,542 to $92,421. The typical hiring range for this position is from $64,542 (minimum) to $78,482 (midpoint). The starting wage is determined based on the candidate's knowledge, skills, and experience, as well as budget availability.

Note that this position will require a clear background check for hire due to AmeriCorps funding requirements.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Recruitment, Onboarding and Offboarding:

• In coordination with program leadership, provide support for a comprehensive, year-round recruitment process of 100+ partners and fellows, including recruitment database support, application intake and review, managing hiring process data, interview scheduling and routing.
• Manage year-round marketing and recruitment activities for CivicSpark fellows and project partners, including research into relevant outreach channels and management of job postings.
• Lead onboarding processes for fellows accepted into the program, and offboarding processes once fellows complete the program.
• Collaborate with PHI Human Resources on onboarding, offboarding and ongoing fellow support, including drafting job descriptions, completing new hire paperwork, ordering and adjudicating background checks via Truescreen, supporting AmeriCorps enrollment, assisting with the Member Service Agreement process and coordinating benefits administration (including components directly administered by AmeriCorps).
• Coordinate and conduct recruitment, onboarding and orientation sessions for new Fellows.
• Assist the Deputy Program Director with the Partner and Fellow interview and matching processes.
• Update the CivicSpark recruitment outreach plan on a regular basis.
• Monitor key recruitment metrics to identify and solve issues affecting recruiting processes.

Administration, Operations and Compliance:

• Lead the management of program systems and file management including AirTable, Google Drive, Confluence and others.
• Lead monthly fellow timesheet hours compliance review, OnCorps timesheet set-up and tech support, performance measure tracking, and other key operational based tasks
• Lead the maintenance of compliance files and resources, and update program policies and processes as needed to ensure compliance
• Support the implementation and completion of the National Criminal History Check (NSCHC) compliance process as directed by AmeriCorps best practices and grant requirements.
• Stay updated on AmeriCorps and State Commission policies and processes and ensure program compliance.
• Simplify and streamline administrative policies processes in the program.

Fellow Support and Mentorship:

• Assist with providing general support, guidance and mentorship to 100+ Fellows on program requirements and deliverables.
• In coordination with program leadership, assist with scheduling and coordinating check-ins with fellows and their site supervisors, and provide individualized support to address challenges or concerns as needed on fellow administrative matters
• Support data collection and analysis of Fellow feedback.

Other

• Conduct travel as required.
• Perform other duties as assigned.

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Fellow Training:

• Assist with facilitating virtual fellow training, network calls, and other activities.
• Assist with developing fellow training materials and the overall training curriculum, including PowerPoint slides, virtual meeting coordination and data and research analysis.
• Develop and deliver training materials covering program goals, policies, and expectations.

Fellow Event Planning:

• Support the planning for virtual and in-person events, including information sessions, career fairs and community service days.
• Assist with venue rentals, catering, scheduling and agenda development for CivicSpark in-person events.
• Assist with tech support for CivicSpark virtual events.

Communications and Marketing

• Support CivicSpark communications processes, including content development, newsletters, and marketing to potential partners and fellows.
• Represent CivicSpark in presentations, meetings, advisory committees, and written communications in both states as needed.

Alumni Engagement

• Support Alumni engagement efforts, including alumni strategy development, maintaining alumni database, supporting alumni-Fellow mentorship program, alumni panels and alumni surveys and communications

Perform other non-essential 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

• Two (2) years of relevant experience with operations, administration, data management, project management, recruitment and/or communications.
• Associate degree in administration, operations, human resources, communications, marketing or a relevant field; or substitute with two additional years of relevant experience.

Other Qualifications

• Experience with recruitment and human resources tasks. Ability to work remotely and travel as required.
• Experience with operations and administrative tasks, especially those with federal and state regulatory and compliance elements
• Proficiency in, or ability to learn, Google Suite, AirTable, Confluence, WordPress and other program systems
• Experience with federal funding, specifically AmeriCorps or similar service-oriented programs preferred.
• Experience working in a nonprofit or service-oriented environment.
• Experience in data collection and analysis.
• Excellent organizational, project management and time management skills.
• Proficiency in event planning and logistics management
• Ability to complete administrative tasks with attention to detail
• Experience with communications and marketing tasks.
• Can effectively manage workload and competing priorities.
• Have strong written and verbal communication skills.
• A baseline understanding of website development and content creation.
• Interest in learning about programs that build local community resilience, public health and environmental stewardship.
• Be a citizen, national, or lawful permanent resident of the United States.
• Ability to pass FBI, state, and NSOPW background checks required for the job.

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.

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.

We're so pleased the Public Health Institute is an organization you would like to work with. Do you have questions about this opportunity? If so, email our recruitment team at Recruitment@phi.org.

Additional information about PHI's benefits and compensation offerings can be found here.

The Public Health Institute is committed to providing access and reasonable accommodation in its services, programs, activities and employment for individuals with disabilities. To request disability accommodation in the application process, contact the Recruitment Team at least 48 hours in advance at Recruitment@phi.org.