Executive Assistant to the Director

at  San Diego State University Research Foundation

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.

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:

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.

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.

• 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: