Executive Assistant to the Director
Req No: 2024-17975
Category: Administrative/Clerical
Type: Full-Time Contract
Salary: $22.00 - $24.00
Close Date:
Overview
This position is budgeted for $22.00 - $24.00 per hour depending on qualifications and is non-negotiable. First review of candidates will take place on October 7, 2024.
A COVER LETTER IS REQUIRED WITH YOUR APPLICATION PACKET.
The Institute for Transformative Education (ITE) is an educational opportunity center consisting of multiple programs funded by the U.S. Department of Education to assist middle and high school students pursue postsecondary programs of choice. ITE also has programs funded by UCSD School of Medicine, Federal Work Study agencies, and private philanthropy to assist undergraduate college students pursue their education in teaching- and/or health-related fields and to support pre-K to graduate students 'to discover and develop their personal, educational, and career goals through culturally responsive mentorship and guidance.'
Under the direction of the ITE Executive Director, the Executive Assistant will assist the Executive Director in meeting the objectives of all of the ITE programs and initiatives.
This position is essential to ITE because it ensures the coordination of objectives and activities across all ITE programs and initiatives and it provides administrative support to the Executive Director and the ITE Management Team.
The Executive Assistant will provide communication and outreach support to the ITE programs and initiatives by monitoring the ITE website, the ITE social-media messaging, and the promotion of programs and initiatives. The incumbent will be responsible for keeping the Executive Director up-to-date on the ITE's brand, online reputation, and relations with community stakeholders. As such, the incumbent will sit on the ITE Management Team. Assist in planning all special events and workshops including liaising with the Aztec Student Union, academic departments, University Catering, and any outside vendors as may be required.
Responsibilities
The Executive Assistant duties include:
Program Planning & Logistics (30%)
- Assist in planning all special events and workshops including liaising with the Aztec Student Union, academic departments, University Catering, and any outside vendors as may be required.
- Assist the Executive Director in the coordination of multiple special events across all programs and initiatives.
- Assist the Executive Director in coordination of student recruitment efforts across all programs including facilitation of transfer of students and their documents from one program to the next and implementation of protocols for recruitment of Upward Bound-HCO students.
- Assist in the Coordination of various aspects of the Summer Residential Programs, which involves all TRIO programs, such as the summer housing facilities, and coordinating with the programs' Administrative Assistants concerning any event, that requires the Executive Director's attendance.
- Schedule all ITE meetings, functions, engagements, and interviews and maintain an accurate master calendar of the same across all programs.
- Troubleshoot if necessary any questions regarding personnel, logistical arrangements, travel, and expenditures, across all programs, initiatives, or other project activities.
Writing (25%)
- Compose and finalize the Executive Director's correspondence and ensure follow-up action as necessary; collaborate with members of the ITE Media Team on the creation of ITE documentation, pamphlets, and flyers, as may be required.
- Take notes, digitally record either via Zoom or audio recorder, send audio clips to a transcription company, or distribute Zoom-generated transcripts of all ITE staff meetings and management team meetings/retreats on time.
- Track and store press releases and correspondence for major events and activities in the ITE shared drive and on local ITE Executive Assistant work computer/device.
Communications (25%)
- Maintain clear and open communication with ITE Executive Director.
- Maintain clear communication lines between the Executive Director, project staff, and all other constituencies of the projects.
- Maintain ITE Master Calendar for all programs by coordinating with program Administrative Assistants or Administrative Coordinators as to the information that needs to be on the All-ITE Master Calendar.
- Schedule monthly Management and All-ITE staff meetings, prepare the agendas, record, file, and disseminate Zoom recordings or transcriptions.
- Act as a liaison between ITE and the Human Resources department of SDSU Research Foundation.
- Act as interface between the Executive Director and Foundation departments and SDSU academic departments.
- Apply judgment and discretion in the performance of all duties, taking a proactive approach to facilitate the responsibilities of the Executive Director.
- Maintain ITE Directory and ITE Organization Chart and disseminate to staff on a timely basis.
- Track timelines for annual and semi-annual staff self-evaluations and evaluations to ensure they occur on time.
- Assist the ITE Management Team in coordinating recruitment of community partners.
- Content monitoring for the ITE website per SDSU guidelines and ITE social media accounts.
- Become proficient in technology supporting management of learning management systems (e.g., Canvas).
Materials, Supplies, and Equipment Management (5%)
- Responsible for keeping an inventory and ordering, maintaining, and tracking all materials, supplies, and equipment pertinent to the ITE Executive office which houses the E.D. and the Executive Assistant.
Records and Data Management (5%)
- Maintain and update as necessary the ITE hiring protocol, staff resumes, job descriptions, and interview questions, for easy access for staff recruitment, promotions, and annual performance reviews.
Other Duties and Responsibilities (10%)
- Maintain the Executive Director's calendar of appointments and cancellations.
- Make all arrangements (transportation, hotel, scheduling special appointments, etc.) for Executive Director's duty travel for conferences, workshops, training sessions, etc.
- Maintain travel files and related documents for Executive Director; follow-up as necessary with focal points; follow-up on travel expenses by accessing expense receipts for Fiscal Specialist.
- Maintain an archival system for easy filing and retrieval of all documents.
- Screen and process all incoming mail, telephone calls, and ITE visitors; initiate follow-up action when appropriate.
- When needed, supervise student work-study clerical support staff by assigning various tasks and ensuring accuracy in all project document production.
- Assist E.D. with Timesheet Approvals for any E.D. supervisees.
- Assist E.D. with Health Career Opportunities (HCO) administrative duties as needed.
- Assist E.D. with Faculty-Student Mentoring Program (F-SMP) administrative duties as needed.
Qualifications
Knowledge & Abilities
- High-level skills in Microsoft Office Suite and Google Suite.
- High-level skill in document formatting.
- Interact effectively with co-workers.
- Highly motivated self-starter with strong interpersonal skills.
- Ability to communicate effectively, both orally and in writing.
- Well organized, ability to meet deadlines, and detail-oriented.
- Possess good judgment, common sense, and a strong sense of confidentiality.
- Demonstrate a high level of cross-cultural sensitivity.
- Fluency in the Spanish Language.
Education & Experience
- Four years of progressively responsible experience in an office or administrative environment and/or some executive assistant experience.
- High school diploma with training in business operations and business machines.
Preferred Qualifications & Special Skills
- Bachelor's Degree in Business Administration or similar.
- Community College Associate's Degree in business and office machines preferred.
- Experience working with low-income populations.
- Experience working for SDSU Research Foundation.
- Previous experience working with TRIO programs or similar educational opportunity programs.
Additional Applicant Information
- Candidate must reside in California and live in a commutable distance from SDSU at time of hire.
- Job offer is contingent upon satisfactory clearance based on Background Check results (including a criminal record check).
- San Diego State University Research Foundation is an EEO/AA/Disability/Vets/Title IX Employer.
To apply, visit https://careers-sdsurf.icims.com/jobs/17975/executive-assistant-to-the-director/job?in_iframe=1
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