10101 - Administrative Assistant

Administrative Assistant

The Fund for Public Health in New York City (FPHNYC) is a 501(c)3 non-profit organization that is dedicated to the advancement of the health and well-being of all New Yorkers.  To this end, in partnership with the New York City Department of Health and Mental Hygiene (DOHMH), FPHNYC incubates innovative public health initiatives implemented by DOHMH to advance community health throughout the city. It facilitates partnerships, often new and unconventional, between government and the private sector to develop, test, and launch new initiatives. These collaborations speed the execution of demonstration projects, effect expansion of successful pilot programs, and support rapid implementation to meet the public health needs of individuals, families, and communities across New York City.

POSITION OVERVIEW

Reporting to the Chief Development Officer, the Administrative Assistant is responsible for providing seamless day-to-day administrative support for FPHNYC's Development Marketing and Communication units. Responsibilities include but are not limited to, project management, prospect research, metrics and outcomes tracking, invoicing, data entry, correspondence preparation, agendas, scheduling, meeting minutes, reports, and general administrative support.

RESPONSIBILITIES

Development 

• Coordinates the collection, summarizing, and recording of grant outcomes accomplishments.
• Maintain the Salesforce development database with Associates to facilitate tracking, reporting, and follow-up with funders and donors.
• Track post-submission proposal application processes to notice and/or award.
• Conduct prospect research on program areas as assigned.
• Research and maintain files on institutional and individual funding prospects.
• Research and monitor grant opportunities announced by public and private sectors.
• Coordination of materials and updates in preparation for weekly development office meetings.
• Lead scheduling of internal and external stakeholder meetings.
• Prepare acknowledgment letters and track payment/check receipts in Salesforce.
• Support monitoring, tracking, and verifying Development team invoicing.
• Perform any other department duties or special projects as needed.

Marketing & Communications 

• Efficiently monitor and respond to requests in the info@fphnyc.org mailbox as needed.
• Provide support in preparing monthly MarCom metrics, reports, and invoicing, as well as.
• Assist in the timely scheduling, creation, and posting of social media content.
• Assist in the creation of presentation materials, including PowerPoint presentations.
• Contribute to coordinating online and in-person events, including Public Health Talks, high-profile events like marathons, and donor events.
• Provide support in updating and exporting Salesforce lists for use in Mailchimp campaigns.
• Perform any other department duties or special projects as needed.

QUALIFICATIONS

• Bachelor's degree.
• Minimum of two years experience in an administrative role.
• Competent project management, organizational, and time management skills.
• Effective interpersonal and communication skills - able to form positive working relationships, be adaptable and maintain a positive attitude to form positive working relationships, be adaptable and maintain a positive attitude.
• Strong writing skills.
• Superior attention to detail and eye for accuracy.
• Superior research skills.
• Advanced proficiency with Microsoft Office Suite, including Excel, Word, PowerPoint, Outlook, and SharePoint.
• Intermediate/advanced proficiency in social media platforms (LinkedIn, Facebook, Twitter, Instagram).
• Intermediate/advanced proficiency with Salesforce or client relationship management systems.
• Proactive self-starter, comfortable juggling multiple projects and prioritizing requests/ needs of the team.
• Ability to address and prioritize multiple projects.
• Ability to take initiative and work independently and as part of a team.
• Ability to anticipate needs.
• Passionate about our mission.
• Committed to health equity and social justice.

SALARY 

• Salary range is $55,000 to $60,000

WORK SCHEDULE

9:00 am - 5:00 pm

Monday to Friday

Hybrid

BENEFITS AT A GLANCE

FPHNYC offers a comprehensive benefits package

• Generous Paid Time Off (PTO) policy
• Medical, dental, and life insurance with low or no employee contribution
• A retirement savings plan with generous employer contribution
• Flexible spending medical and commuter benefits plan
• Generous and flexible work from home policy with up to three days working at home
• Fun hybrid office environment and passionate team
• Fun all staff events all year round
• Meaningful work at an organization striving to advance health equity and social justice

RESIDENCY REQUIREMENT

You must live in New York City Tri-state area (NY, NJ, CT) in order to be considered for a position at FPHNYC.

TO APPLY

To apply, upload Resume, including how your experience relates to this position. Applicants who best match the position needs will be contacted.

The Fund for Public Health in New York City is an Equal Opportunity Employer and encourages a diverse pool of candidates to apply.