SDSU Research Foundation · 1 day ago
SACHS/LIA Executive Administrator
San Diego, CA
Full-time
Hybrid
Senior Level
$5,859/mo - $6,250/mo
5+ years expSDSU Research Foundation is dedicated to revolutionizing workforce development in health and human services. The SACHS/LIA Executive Administrator will provide high-level administrative support to the Executive Director and Leadership Teams, oversee training programs, and coordinate logistics for meetings and events.
Higher Education
Responsibilities
Serve as a confidential executive providing high-level administrative support to the Executive Director and Leadership Team; and performing related work as required
Performs the most complex administrative support or executive assistance
Manage an extremely active calendar of appointments, going beyond simple scheduling
Prioritize inquiries and requests while troubleshooting conflicts; ensure the Executive Director’s schedule aligns with strategic priorities, includes focus and preparation time
Provide administrative support to the Executive Director, including scheduling/coordinating Leadership Team meetings; assist with agenda preparation, note-taking, and action item follow-up as needed
Serves as a liaison between SACHS Directors, San Diego State University, College of Health and Human Services, School of Social Work, and San Diego State University Research Foundation, providing excellent communication, coordination, and customer service to these critical governance partners
Creates, compiles, and maintains complex and confidential correspondence, reports, presentations, and documents related to the operations of the organization
Promotes positive Academy relationships by maintaining the Executive Director’s contact database, replying to a variety of correspondence, serving as a lead point of contact for internal and external constituents, triaging communication to the Executive Director or appropriate Academy staff member
Handle ad-hoc projects, such as planning leadership events
Provide administrative support to the Shared Leadership Team, including scheduling/ coordination of Shared Leadership Team meetings; minute-taking for monthly SLT meetings
Draft and edit emails, letters, and memos on behalf of the Executive Director, mimicking their tone and voice
Schedules appointments, arranges meetings, conferences and speaking engagements and other scheduling requests. Ensure the Executive Director is prepared for all internal and external meetings with agenda and related materials
Manages complex travel arrangements, creating detailed run of show itineraries and reimbursement/ expenditure management for the Executive Director
Screen incoming correspondence; determine the appropriate course of action, referral, or response
Screens and routes incoming telephone calls and messages
Establishes and maintains administrative, personnel, confidential files and record keeping systems using computer applications that include the use of electronic mail, word processing, spreadsheets, shared sites and channels, and databases
Performs confidential administrative services including making travel arrangements, maintaining assignment controls, distributing work to executives and managers, and assisting with administrative details
Lead coordination of all logistics associated with LIA training deliveries, ie., hotel meeting space, transportation, catering/hosting and reserving training rooms
Coordinate and assist in the production of training manuals/binders, handouts and other training materials, etc
Reserve training rooms in collaboration with the Riverside Training Coordinator
Negotiate hotel contracts with external vendors working in conjunction with the Finance and Business Services team using their ExternalVenue Reservation Request system (EVRR)
Collaborate with SACHS/LIA Program Consultant and Academy’s Contracts Division on the development and Implementation of service provider contracts
Ensure training materials are stored and organized appropriately
Facilitate the delivery of training materials to training sites
Provide on-site training support for all LIA training deliveries
Monitor the trainees while in the training room to provide critical feedback to the SACHS/LIA Program Consultant to ensure training needs are being met for the trainees and ensure the quality of the training delivery
Coordinate nominations for future years’ LIA participants with SACHS Directors’ executive assistants
Work with SACHS/LIA Program Consultant to identify tentative training dates each year
Support development of Orientation agenda and provide general support to the SACHS/LIA Program Consultant in materials to be sent to invitees
In partnership with the SACHS/LIA Program Consultant, schedule all other trainers (professional trainers, former and current County Executives, Academy staff, and any new trainers based on Program Consultant’s direction)
Develop/update communications to all trainers, providing timeframes for submitting materials and identifying training material distribution processes (i.e. handouts in the room, uploaded to CACWT, assignments in advance of training)
Create training schedule and submit to SACHS/LIA Program Consultant for final approval; Update as needed
Create and maintain email distribution list for participants and supervisors and share with SACHS/LIA Program Consultant
Manage updates to training schedule and email distribution
Coordinate 360 assessment and CliftonStrengths(r) due dates
Monitor and manage submission of 360 survey results to ensure timely receipt for report processing
Order supplies and maintain inventory
Monitor and manage submission of participant’s extra training assignments - Capstone/BOS homework, reading assignments, eLearnings, webinars, etc
Work with SACHS/LIA Program Consultant to assign Executive Coaches to the participants for coaching sessions.Ensure Executive Coaches know what their responsibilities are for coaching sessions
Budget oversight - work with Fiscal Analyst(s) to ensure adequate funds are available for hosting, training supplies, books, and gifts/swag
Invoice counties for registration dues and monitor receipt of fees by Fiscal Analyst(s)
Manage the graduation assignments and deadlines
Create CACWT (Statewide Training) Organization for each new cohort. Manage attendance, add training materials, and monitor activity/discussion board in CACWT
Work with the Learning Management System (LMS) team to create Access Planit accounts for each cohort. Monitor and update any changes as needed and ensure reports are generated timely
Work with SACHS/LIA Program Consultant and Evaluation Team to support revisions to the evaluation format
Revise and print training materials for new cohorts
Assist SACHS/LIA Program Consultant with Annual Debrief meeting (logistics, hosting, agenda, guests)
Provide administrative support on formatting and reviewing materials
Schedule, prepare for and conduct follow-up associated with program planning and bi-weekly meetings
Take notes and develop action items for bi-weekly planning meetings and distribute timely to attendees for revisions/changes
Research and identify locations for meetings and events
Lead coordination, scheduling and logistics for events, including scheduling and preparing for bi-monthly planning meetings, developing contracts with hotels/venues for meeting space and sleeping rooms, selecting catering and making dinner reservations
Request quotes from hotels, then work with Finance and Business Services (FBS) team to submit External Venue Reservation Request (EVRR) and review details
Schedule virtual meetings for state reps (CWDA, CDSS, DHCS) and Legislative Committee staff
Communicate with SACHS Directors’ Executive Administrators for director’s attendance and hotel accommodations. Identify any guests attending SACHS meetings as directed by SACHS Directors and ensure all have agendas, add to calendar invitations/zoom links and any pertinent materials
Create detailed and non-detailed agendas for each quarterly meeting
Prepare meeting packets for quarterly meetings for distribution to SACHS Directors, Executive Administrators, Academy staff and guests both electronically and hard copy
Invoice counties for SACHS annual dues and monitor receipt of payments
Perform other duties as assigned which are in the best interests of the Academy for Professional Excellence
Travel to off-site locations for Academy and Program meetings (primarily in Riverside and San Diego) approximately 25 days per year
Qualification
Required
Ability to work in a team setting and relate well to others within the Academy for Professional Excellence environment
Ability to effectively handle interpersonal interactions at all levels of the organization
Ability to interact effectively with co-workers, partners, and professionals
Ability to understand and follow posted work rules and procedures
Ability to display motivation and strong interpersonal skills
Ability to display organization and meet deadlines
Ability to display good judgment and critical thinking skills
Ability to demonstrate a high level of cross-cultural sensitivity
Exceptional written and verbal communication skills; ability to draft high-level correspondence
Ability to independently interpret a wide variety of complex policies and procedures integral to the program/project to which the position is assigned
Ability to proactively solve problems before they reach the Executive Director or SACHS/LIA Program Consultant
Ability to handle confidential information with integrity
Ability to carry out assignments without detailed instructions
Ability to effectively manage multiple projects and priorities
Ability to be detail-oriented
Ability to troubleshoot most office administration problems and respond to all inquiries and requests
Proficiency in Microsoft 365, Google Workspace, and Zoom
Ability to travel within California - primarily Southern California region
Ability to perform standard business math such as calculating ratios and percentages
Knowledge of financial data tracking and simple projections
Knowledge of trauma-informed and recovery-oriented principles
Ability to foster a relationship that reflects our vision of diversity, equity, and inclusion
Equivalent to a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs
5-years of progressively responsible experience performing varied or specialized administrative and analytical duties and/or service as a program administrator
Preferred
5+ years of experience supporting C-Level executives, preferably in a mission-driven environment
Company
SDSU Research Foundation
SDSU Research Foundation (SDSURF) is a non-profit auxiliary organization chartered to further the educational, research, and community service objectives of San Diego State University (SDSU).
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Leslie Levinson
Chief Financial Officer
April Fox
HR Business Partner
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