Administrative Manager

Public Health Advocates

14d•Remote

About The Position

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.

Requirements

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
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

Nice To Haves

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

Responsibilities

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
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
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
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
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