Administrative Manager

Public Health Advocates (PHA) brings a health and equity lens to some of the most important issues of our day. We have over two decades of successful state and local campaign experience focusing on prevention and challenging the social, political, and economic systems that perpetuate racial, economic and health disparities. Over the past 25 years, PHA has helped 200 California cities enact more than 600 local policies. At the state level, we led the campaigns to get soda and junk food out of public schools, fund elementary school physical education, require that restaurants put calorie information on their menus, and fund statewide diabetes prevention. Our current campaigns address critical issues including preventing and mitigating childhood adversity, climate justice, and youth mental health. 

Position Summary

The Administrative Manager position is divided between organizational administrative needs and supporting PHA’s largest project All Children Thrive (ACT). At the organizational level, the Administrative Manager ensures effective organizational operations by managing administrative systems, HR coordination, finance support, and executive assistance. The Administrative Manager is also responsible for identifying and implementing best practices, making process improvement decisions, and ensuring efficient, compliant operations across the organization. At the program level, this position supervises ACT’s Administrative Specialist, and ensures that program deliverables, contracts, logistics, and funder reporting are completed. This role requires strong organizational skills, knowledge of California compliance requirements, and the ability to balance daily operations with programmatic administration.

Salary - $80,000

This position is grant-funded and currently approved through December 31, 2026. Any extension beyond that period is contingent upon the availability of funding.

Essential Duties and Responsibilities

Administrative Manager & Executive Support

-        Develop, implement, and improve administrative policies and SOPs

-        Oversee office operations, facilities, supplies, and staff support services

-        Supervise and mentor administrative staff, promoting accountability and collaboration

-        Maintain organizational systems and tools (Asana, Microsoft Suite, Dropbox, Zoom, Adobe)

-        Evaluate and decide on best practices and process improvements for efficiency and compliance

-        Coordinate with Finance on invoice processing, tracking, and vendor payments

-        Provide executive support, including calendars, travel, meeting preparation, agendas, minutes, and correspondence

-        Manage contracts, vendor relationships, and general office duties

Human Resources (in partnership with contractual HR firm)

-        Implement and manage recruitment, onboarding, and offboarding processes

-        Ensure organizational compliance with California and federal labor regulations (wage/hour, meal/rest periods, sick leave, Cal/OSHA, harassment prevention)

-        Maintain personnel records consistent with California legal requirements

-        Support benefits administration, policy updates, HR audits, and staff development

Event & Program Management

-        Lead logistics for meetings, annual conferences, retreats, and staff events

-        Provide event and meeting support, including scheduling, travel, facilities, and vendor coordination

-        Oversee expense reconciliation and credit cards in collaboration with finance

Programmatic Administration (ACT Program – 50%)

-        Serve as the administrative leader for PHA’s All Children Thrive Program

-        Supervise ACT full-time Administrative Specialist

-        Manage ACT logistics for convenings, trainings, and retreats

-        ACT as a liaison with staff, partners, and community stakeholders as needed

-        Make recommendations and decisions on best practices to improve ACT program administration

Project Leadership (as needed)

-        Develop and implement project plans, timelines, and deliverables.

-        Coordinate cross-departmental teams to ensure alignment with organizational goals.

-        Monitor risks, compliance, and reporting for assigned projects.

-        Provide regular project updates to executives and stakeholders

Requirements

Qualifications and Competencies

-        High School +7 years directly related work experience; Bachelor’s degree plus 3 years of directly related work experience; or Master’s Degree plus 1 year directly related work experience

-        Proven experience in administrative management, executive support, and/or HR operations

-        Systems thinker with strong leadership, organizational, project management, and communication skills

-        Supervisory experience and committed to inclusive practices and continuous improvement

-        Ability to manage multiple priorities in a dynamic nonprofit environment

-        Effective communicator with experience presenting to boards, funders, and cross-functional teams

-        Proficiency with Microsoft Office Suite, Asana, Zoom, Adobe, and Dropbox

-        Experience collaborating with Finance and contractual HR providers is preferred

-        Direct experience with federal grant compliance (e.g., Uniform Guidance), cost principles, and audit preparation is preferred

-        Knowledge of California nonprofit and labor law compliance, including HR, is preferred

Benefits

Work Environment

-        PHA is a fully remote organization; however, California residency is required

-        Must have reliable internet and availability during office hours 9-5:30

-        Travel required 6–12 times per year for retreats, meetings, and funder or partner engagements

-        Full health benefits available to staff and children

-        5% retirement contribution regardless of match

Public Health Advocates provides equal employment opportunities to all applicants without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, age, disability or genetics.