Operations and Fellow Support Manager

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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.

About CivicSpark:

CivicSpark is a national AmeriCorps program focused on building capacity of local government agencies and community organizations to address pressing community resilience issues including climate change, public health and the social determinants of health. The fellowship program provides a launchpad for more than 100 young professionals per year who are seeking careers in the public health, environmental and sustainability 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. As of January 2025, we offer fellowships in fifteen states: Arizona, California, Colorado, District of Columbia, Florida, Georgia, Hawaii, Nevada, New Mexico, North Carolina, Oregon, South Carolina, Texas, Virginia and Washington.

About the Position:

The Public Health Institute's CivicSpark fellowship program is seeking an Operations & Fellow Support Manager. This position reports to the Executive Director and oversees the management and implementation of the operational, administrative and compliance aspects of the program, as well as fellow onboarding and training, support and mentorship. The ideal candidate should be a dynamic, multi-talented, committed, motivated, and detail-oriented individual with strong operations, project management and organizational skills, and the ability to learn and apply new skills. This position works closely with the Executive Director and other program managers, as well as with Human Resources, Grants & Contracts, and Bid & Proposal teams.

This is a regular, full-time, remote position that is required to travel within CivicSpark's fifteen operating states: Arizona, California, Colorado, District of Columbia, Florida, Georgia, Hawaii, Nevada, New Mexico, North Carolina, Oregon, South Carolina, Texas, Virginia and Washington. The candidate hired for this position must be based in one of these fifteen states.

Full salary range for this position: $77,625 to $112,620. The typical hiring range for this position is from $77,625 (minimum) to $95,123 (midpoint). The starting salary is determined based on the candidate's knowledge, skills, experience, as well as budget availability.

Program Operations & Administration:

• Lead overall program operations and administration, including the development, implementation, and continuous improvement of CivicSpark policies, processes, and workflows.
• Support the Executive Director with partner contract review, AmeriCorps grant writing, proposal development, grant administration, and reporting activities.
• Support the management of program systems including AirTable, Google Drive, Confluence and others.
• Assist with tracking, reporting, and analyzing impact metrics and performance outcomes.

AmeriCorps Compliance:

• Serve as staff lead for monitoring compliance with AmeriCorps State and National requirements throughout the year, including program training, contracting, readiness and progress reporting.
• Lead the maintenance of compliance files and resources, and update program policies and processes as needed to ensure compliance.
• Ensure staff and fellows complete required AmeriCorps documentation in a timely fashion, including weekly Fellow timesheets, monthly program reports, Fellow and partner assessments, and other documents as necessary.
• Support the implementation and completion of the National Criminal History Check (NSCHC) compliance process as directed by AmeriCorps best practices and grant requirements.

Fellow Support:

• Provide overarching support, guidance and mentorship to 100+ fellows on program requirements and deliverables.
• Provide direct support, guidance and mentorship to a cohort of 25-40 fellows on project implementation, site expectations, project and professional goal setting, program reporting, and case management.
• Conduct regular check-ins and provide individualized support to address challenges or concerns.
• Support data collection and analysis of Fellow feedback.

Recruitment:

• Support Partner and Fellow recruitment through conducting outreach and interviews with potential partners and fellow candidates.
• Collaborate with Human Resources in the onboarding of new Fellows, including job descriptions, new hire paperwork, background checks, AmeriCorps enrollment, contracting and other onboarding and offboarding processes at the start and end of the year.
• Assist with year-round recruitment activities for CivicSpark Fellows and project partners, including research into relevant outreach channels and management of job postings.

Other:

• Oversee project management for various aspects of the program, effectively delegate tasks and provide clear guidance and training as needed.
• Work collaboratively with all members of the CivicSpark Team and Central staff on other items as needed.
• Conduct travel as required.
• Perform other duties as assigned.

• 5 years of related work experience in program administration, project management, and/or operations with increasing leadership responsibility, including at least 1 year as a manager.
• 3 years of experience managing multiple tasks or projects.
• Bachelor's degree in Environmental Studies, Public Health, Public Policy, Urban Planning, Business Administration, Public Administration, Political Science or a relevant field; or substitute with four additional years of relevant experience.

• Experience supervising and/or mentoring of fellows, interns and/or volunteers.
• Excellent organizational and time management skills.
• Strong attention to detail and deadlines.
• Dependability, accuracy, and responsibility.
• Ability to work independently as well as part of a team.
• Strong written and verbal communication skills.
• Drive to integrate racial equity into all program areas.
• Experience working in a nonprofit or government agency.
• Experience with AmeriCorps or similar service-oriented programs.
• Experience with national service program regulations.
• Working knowledge / understanding of local government operations and structures.
• Familiarity with, or ability to learn, Microsoft Office Suite, Google Suite, Monday.com, AirTable, WordPress, Formsite, and/or Zapier.
• 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.
• Master's degree preferred.

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.

EEO Statement

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

ADA Statement:

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.

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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 atRecruitment@phi.org.

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