CCEP Program Coordinator/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.

POSITION SUMMARY:

The Public Health Institute (PHI) serves as the National Program Office (NPO) for the Pediatric Environmental Health Specialty Units (PEHSU), funded through the CDC. PHI, as the national program office, facilitates and amplifies the capacity of the PEHSU network to prevent/mitigate hazardous environmental exposures during fetal, childhood, and adolescent development, and the preconception period.

The Program Coordinator provides essential administrative, project management, financial, event, and communications support for the PEHSU's Childhood Cancer and the Environment Program activities to ensure effective day-to-day operations. This role requires strong organizational skills, attention to detail, familiarity with web applications and social media, and the ability to manage multiple priorities. The ideal candidate has experience in project management, supporting events, managing budgets, creating digital and visual content, and working in federally funded, non-profit environments. The coordinator will report to the NPO Deputy Director and work closely with CCEP faculty leaders in all the following aspects of program management.

This is a remote, regular full-time position with a work schedule of 40 hours per week. The incumbent is required to be available to attend team meetings between 9 - 2 pm PT.

The Program Coordinator is required to travel and provide in-person support for larger CCEP training events as needed (estimated 3 in-person events per year). The incumbent must be able to work occasionally on evenings or weekends for events as required. Applicants based in the United States (except Hawaii, Alaska, and Puerto Rico) are welcome to apply.

Full salary range for this position: $65,962 to $94,454 per year. The typical hiring range for this position is from $65,962 (minimum) to $80,208 (midpoint), based on 100% FTE. The starting salary is determined using a variety of factors, such as the candidate's knowledge, skills, and experience, as well as internal equity consideration and budget availability.

Employment Type: Full Time

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Administrative & Financial Support

Administrative & Financial Support

• Provide general administrative support, including scheduling, correspondence, document preparation, and file management.
• Maintain internal systems such as contact databases, shared drives, and reporting metrics data.
• Assist participants and speakers with sponsored travel contracts and reimbursements.
• Ensure timely completion of reports, documentation, and work plan deliverables.
• Track expenditures and assist in monitoring budgets across programs.
• Process invoices, purchase requests, reimbursements, and expense documentation.
• Coordinate with finance staff to ensure expenses meet funder and organizational requirements.
• Coordinate with CCEP consultants for invoicing and budget tracking.
• Serve as backup support to the Communications Lead as needed.

Event Coordination

• In cooperation with CCEP faculty, plan, coordinate, and manage logistics for meetings, trainings, workshops, and public events.
• Handle venue coordination, vendor communication, equipment needs, and participant registrations.
• Prepare agendas, materials, sign-in sheets, and post-event summaries and evaluations.
• Schedule and write event postings for websites, newsletters, and social media.
• Send invites to the mailing lists and provide technical support for live CCEP-hosted webinars.
• Track event-related expenses and maintain event records.
• Travel and provide in-person support for larger CCEP training events as needed (estimated 3 in-person events per year).

Communications & Graphic Design

• Draft, schedule, and publish social media content across organizational platforms.
• Maintain a content calendar aligned with programs, events, and organizational priorities.
• Assist with monitoring engagement and compiling basic analytics.
• Support email communications and newsletters as needed.
• Design flyers, social media graphics, and basic marketing materials.
• Ensure visual materials align with brand guidelines and accessibility standards.
• Organize and maintain digital asset libraries and templates.
• Collaborate with staff to translate program content into clear, engaging visuals.
• Support the Communications Lead with video editing, posting, and updating CCEP content on the PEHSU website.
• Coordinate with CCEP faculty and CCEP partners to develop newsletter content, including writing blog posts, interviews, and other creative writing projects.

Perform 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 professional administrative support or coordination experience.
• Associate degree or substitute with two additional years of related experience.

Other Required Qualifications

• Strong organizational, time management, and multitasking skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple deadlines with minimal supervision.
• Proficiency in Microsoft Office.
• Experience using social media platforms for professional or organizational purposes.
• Basic to intermediate graphic design skills (e.g., Canva, Adobe Creative Suite).
• Attention to detail and accountability.
• Ability to work independently and collaboratively.
• Strong problem-solving skills.
• Adaptability in fast-paced, mission-driven environments.
• Professional discretion and confidentiality.
• Ability to effectively work with diverse project leadership and staff.
• Ability to conduct occasional travel and evening or weekend work for events as required.

• Experience working with federally funded non-profit organizations.
• Familiarity with grant compliance, documentation, and reporting requirements.
• Experience supporting budgets and financial tracking.
• Event planning and execution experience for events involving multiple out-of-town travelers.
• Cultural competence and experience working with diverse communities.
• Knowledge and work experience in any of the following: public health programs, childhood cancer, environmental health, and/or clinical medicine or medical education.

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.

Event CoordinationEvent Coordination

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 we offer employment opportunities (and throughout employment treat our employees) fairly and equitably without regard to these characteristics.

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.