Participant Support Specialist (Limited Time Opportunity)

Job Type

Full Time



Application Deadline



United States


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.

PHI is seeking a collegial, globally-minded and tech savvy administrative professional to join the Global Health Fellows Program II as a Participant Support Specialist. GHFP-II is a cooperative agreement implemented and managed by the Public Health Institute in partnership with Global Health Corps, GlobeMed, Management Systems International and PYXERA Global. GHFP-II, a large, complex program working across the spectrum of global health issues is supported by the US Agency for International Development (USAID). GHFP-II’s goal is to improve the effectiveness of USAID health programs by addressing the Agency’s immediate and emerging human capacity needs. The program seeks to accomplish this goal first through the recruitment, placement and support of diverse health professionals at the junior, mid and senior levels. These program participants include fellows, interns, corporate volunteers and Foreign Service National professionals. The program provides substantial performance management and career development support to participants, including annual work planning assistance, and ensures that professional development opportunities are available.

As a Participant Support Specialist you will:

  • Implement the onboarding process for program participants
  • Organize, implement and administer new program participant orientations
  • Provide logistical/operational support for program participants' allowances and organizational benefits
  • Process advances and reimbursements for program participants
  • Directly assist program participants with travel
  • Implement Fellow Support Plan terms for Mission-based fellowship placements
  • Administer international fellows’ post-specific allowances (e.g., post allowance, post differential, R&R, etc.) and domestic fellows’ temporary duty (TDY)-specific allowances (e.g., danger pay, post differential) as appropriate
  • Oversee the timesheet submission process for participants, includes providing access and regular reminders to OSM’s; notifies his/her direct supervisor of any program participant/OSM timesheet-related issues
  • Troubleshoot program participants' administrative issues; appropriately escalates issues to his/her direct supervisor as needed
  • Participate in regular meetings to ensure coordination between participants’ operational and performance support;
  • Contribute to the development, review and implementation of program policies related to participant support
  • Contribute to implementing the team's operational goals. Makes recommendations to the LPSS for improving participant support systems and processes
  • Input data in consistent manner and in accordance with standards into participant support management systems (e.g., web space, shared documents and filing, internal database systems)
  • Contribute to program reports for program and funder use
  • Contribute to the research for new program participant-related service vendors
  • Contribute information for the reconciliation of the Wells Fargo card for program-related travel and other expenses
  • Works with Finance and central office colleagues to ensure efficient information, process flow and accuracy across the organization
  • Based on program participant and other stakeholder feedback (e.g., OSMs), contribute to the development of solutions for continuous improvement of program activities and program participant resources

Our ideal candidate will possess the following qualifications:

  • Associate’s degree is required. Bachelor’s degree is preferred.
  • 3 to 5 years of related program administration/implementation experience.
  • Strong analytical, mathematical and computer skills using Microsoft Office and Excel for budgeting and data-capturing purposes.
  • Familiarity with USAID or other Federal Agency regulations and policies is preferred.
  • Experience working in a non-profit organization and/or government environment is preferred.

Important Information:

  • This is a limited time job opportunity (ending on December 21, 2018).
  • This successful candidate may work from our office in Oakland, CA or from our office in Washington, D.C.
  • This position requires occasional travel within the United States.
  • PHI offers competitive pay rates.
  • This job is eligible for PHI’s full suite of benefits including but not limited to medical, dental, and vision coverage, health care and dependent care flexible spending accounts, and generous paid time off. Click this link to view benefits.
  • To apply for this position, applicants must be legally authorized to work in the United States.

How to apply:

  • To apply for this opportunity, submit your cover letter, resume and supporting documents via this link
  • In your cover letter, please describe the extent of your related experience and why you feel you are an excellent candidate for this position

Thank you for your interest in working with us at PHI. Should you have any questions regarding this job opportunity, email our hiring team at We look forward to hearing from you!

Public Health Institute is proud to be an EEO/AA employer

Professional Level


Minimum Education Required

4-year degree