Program Associate I

Public Health Institute
Job Type
Deadline for Applications
How to Apply
Please submit your applications using the following link:
Where to Apply

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, they are at the forefront of research and innovations to improve the efficacy of public health statewide, nationally, and internationally.

Position Summary
The Program Associate reports to the Country Advisor. The Associate supports grant processes and systems and provides general office support. The job may entail domestic and international travel up to 20% time. The Program Associate supports grant processes and systems and provides general office support for the Packard Foundation Technical Assistance Program based in Delhi, India.

Essential Duties & Responsibilities
Grants Management Support
Work collaboratively with staff in Delhi and at the Packard Foundation in Los Altos, California to ensure smooth processes for grant submissions. Create and update timelines of tasks related to grant proposal and submission requirements.
Support prospective grantees on completion and submission of proposal and budgets and act as the point of contact. Review grant proposal budgets and interim and final financial reports for compliance with foundation guidelines and norms.
Support pre- and post-award audit and compliance processes.
Create and maintain grant records, using SharePoint and Fluxx, a grants management database.
Administrative Support
Respond to written and phone inquiries; provide courteous, and responsive communications to grant applicants, recipients and others.
Plan and support conferences and meetings; develop event budgets, identify venues and coordinate travel and other logistics.
Organize and support local and international travel by the Country Advisor as well as visits by Public Health Institute and Packard Foundation staff.
Coordinate production of binders and background materials for field visits by Packard Foundation staff and board.
Organize and maintain files related to meetings, site visits, and grantees.
Schedule meetings and update team calendars.
Run weekly staff meetings by ensuring that agenda is formulated and list of follow-up from previous meetings are provided, and that action loops in team meetings are closed.
Contribute to improvement in process and function in the workplace (whether in the office or WFH) that contribute to efficiency, productivity, comfort and team bonding.
Participate in and take notes at meetings, prepare and distribute summaries that highlight action points.
Track office expenses and ensure invoices are delivered to the local PHI accounting service; assist Country Advisor with travel expense claims and other expense reporting as needed.
Prepare monthly reports on key program activities for internal circulation.
Oversee office operations to ensure an efficient and comfortable workspace.
Attend and report back from professional meetings and conferences as requested by the Country Advisor.
Travel to grant sites to support grant management and operational reviews as requested by the Country Advisor.
Contribute to the learning agenda of the team by leading some of the brown bags or help point to and connect with other learning opportunities that may have direct or indirect relevance to the work of the project.
Perform other duties as assigned.

Minimum Qualifications
A minimum of 2 years of relevant administrative experience is required.
Demonstrated ability to work effectively independently while maintaining regular communications with colleagues in India and the U.S. and as part of a team.
Ability to read and interpret financial statements and budgets.
Excellent interpersonal, facilitation, and presentation skills are required.
Excellent computer skills (MS Word, Excel, Power Point, and Outlook).
Flexibility to be available after work hours for overseas calls.
Ability and willingness to travel domestically and internationally as needed and travel permitting.
Excellent oral and written communications skills in English and oral communication skills in Hindi are required.
India citizenship or work authorization in India is required. PHI will not facilitate a work visa in India.
Bachelor’s degree in a relevant field is required.
Desired Qualifications
Experience working with international non-profits and/or foundations and grants management is preferred.
Experience with SharePoint and/or Fluxx is desired.
Master’s degree preferred.

Important Information
The job may entail domestic and international travel up to 20% time.
Indian citizenship or work authorization in India is required. PHI will not facilitate a work visa in India.