Executive Assistant to The Director - San Diego, United States - San Diego State University Research Foundation

San Diego State University Research Foundation

Verified Company

San Diego, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

Overview:

This position is budgeted for $ $24.00 per hour depending upon qualifications and is non-negotiable.
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.

"

PURPOSE OF THE POSITION

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 following information is intended to be representative of the work performed by incumbents in this position and is not all-inclusive.

The omission of a specific duty or responsibility will not preclude it from the position if the work is similar, related, or a logical extension of position responsibilities.

Job descriptions may be changed at any time based on the needs of the department.

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, logístical arrangements, travel, and expenditures, across all programs, initiatives, or other project activities.

Writing (25%)

Compose and finalize the Executive Director's correspondence and ensure followup 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 Zoomgenerated 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.
Maintain ITE Directory and ITE Organization Chart and disseminate to staff on a timely b