Program Associate

Public Health Institute
Oakland, California
May 07, 2019
Jun 06, 2019
Job Function
Accounting / Finance
Focus Areas
Position Type
Full Time
Degree Level
Experience Level

Program Associate

Public Health Institute


Posting Number: 105-19

Position Title: Program Associate

Application Link:


The California Bridge Program, a program of the Public Health Institute (PHI), is hiring a Program Associate.


This Program Associate will support finance, grants/contract administration, and organizational systems. The Associate will work on payments, invoices, expenses, office systems and supplies, and contract monitoring and communications. They will also cross-train in other program support functions including: communications and event planning.


The California Bridge Program is building the capacity of hospitals and emergency rooms to serve as primary access points for the treatment of substance use disorders. Our goal is to make treatment available, without judgment or access barriers, to anyone who needs it while reducing stigma and promoting recovery. Our current work focuses on changing how 50 hospitals across California respond to patients in opioid withdrawal, with the goal of changing the standard of care across the state and nation. We are part of a broader effort across California to increase access to medication assisted treatment for opioid use disorder to reverse the opioid epidemic that has devastated tens of thousands of lives.


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. To learn more about our meaningful work visit


Essential Duties & Responsibilities

Ensure accurate and timely processing and tracking of payments and expenditures.

•Process all invoices, travel claims, check requests, credit card reconciliations and other financial payments.

•Keep internal logs of payment requests and expense allocations and reconcile against financial reports from the PHI’s PeopleSoft system.

•Critically evaluate payment processing systems and suggest improvements.


Support the Operations Director to ensure consistent oversight and management of contractual obligations.

•Track agreements with outside parties such as consultants, subcontractors, and program partners, including processing invoices and tracking payments.

•Maintain communications with outstanding parties regarding invoicing and payments.

•Support administrative communications with CA Bridge’s subcontractors/stakeholders/program participants via email and phone.


Ensure that office systems, supplies, hardware, and databases are maintained to provide a solid foundation for the program to operate.

•Develop, organize, and manage a database of contacts related to stakeholders and engaged hospital sites.

•Manage organizational accounts with Google, Slack, Zoom, Redbox, and other vendors.

•Provide technical support for computers and office equipment and serve as liaison with the program’s IT support provider.

•Price and order office supplies, furniture and other materials needed to ensure smooth office functioning.

•Manage and control inventory of CA Bridge resources including supplies and equipment.

•Manage calendars of selected staff; schedule meetings and make travel arrangements; submit reimbursement claims.


Provide support to other Program Associates, as needed, through cross-training on some of the following functions.

•Communications: website maintenance, webpage development, production and management of Mailchimp mailings, social media posting.

•Event Planning and Support: coordination of food, facilities, AV set up, materials, travel arrangements and other logistics.

•Program Support: proofreading and layout of materials, data entry, and other duties as assigned.


Minimum Qualifications

•Bachelor’s degree or an equivalent combination of education and experience.

•2 years of experience in administrative support role with increasing level of responsibility in finance, operations, office management, communications and program support.

•Excellent computer skills in word processing, spreadsheets, presentations, communications; experience with cloud based file management systems.

•Proficiency in Excel, Acrobat, Word, and Google Suite.


Desired Qualifications

•Interest in public health or substance use field.

•Experience managing AP/AR processes.

•Experience with Mac OS.

•Familiarity with Squarespace, Zoho, Slack, and Zoom.


Important Information

•This is a full-time (40 hours per week) position based in Oakland, CA.

•The Bridge Program offers a supportive work environment with tremendous learning opportunities and competitive pay rates.

•This position is eligible for PHI’s full suite of benefits including but not limited to medical, dental, and vision coverage, health care and dependent care flexible spending accounts, and generous time off.


How to Apply

•To apply for this opportunity, submit a cover letter and resume via the application link listed at the top of this advertisement.

•In your cover letter, please describe why you are enthusiastic about this opportunity and why you think you are a good fit for the position.


The Public Health Institute is proud to be an EEO/AA employer. We recognize the value of having a staff that brings a wide range of perspectives to this work based on language, ethnicity, race, gender, socio-economic background, political beliefs, disability and sexual-orientation. We are committed to maintaining a diverse, multicultural working environment and particularly support applications from individuals with lived experience in the communities we seek to serve.


Thank you for your interest in working with us at PHI. Do you have questions about this opportunity? If so, email our recruitment team at Please do not email your resume to us as we only accept applications through our career site. Given the high volume of responses we receive from a combination of job boards, please allow up to one week for a reply.

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