Overview:

This position is open until filled with an initial application review to take place on March 2, 2026

The starting salary range for this position is $5859.00 - $6250.00 per month depending upon qualifications and is non-negotiable

FUNCTION OF THE UNIT

Academy for Professional Excellence, a project of San Diego State University School of Social Work, was established in 1996 with the goal of revolutionizing the way people work to ensure the world is a healthier place. Our services integrate culturally responsive and recovery-oriented practices into our daily work to promote healing and healthy relationships. Providing approximately 50,000 learning experiences to health and human service and justice system professionals annually, the Academy provides a variety of workforce development solutions in Southern California and beyond. With seven programs, three divisions and over 100 staff, the Academy’s mission is to provide exceptional learning and development experiences for the transformation of individuals, organizations, and communities.

As a member of the Academy team you will be engaging in communal development of heart, mind, and practice. You are expected to foster culturally responsive practice behaviors to promote well-being and a culture that focuses on healing, healthy relationships and changed behaviors.

Southern Area Consortium of Human Services (SACHS), is a forum for county directors to explore and exchange ideas and information on issues facing public human services and to develop strategies for addressing these issues while maintaining a holistic, person-centered approach, and a social equity lens. SACHS engages in strategy discussions, fiscal planning, research, policy development, executive development, and succession planning to improve the quality, accountability, and responsiveness of human services in the Southern California region.

Leaders in Action (LIA) is a leadership development program that originated out of an interest from Southern Area Consortium of Human Services (SACHS) directors for an executive talent pipeline to fill executive positions. LIA incorporates evidence-based approaches to succession planning and executive development in a way that is tailored to the needs of the SACHS counties. The program’s ultimate goal is to create a critical mass of highly competent executives in the Southern California region ready for tomorrow’s county leadership opportunities and challenges.

Responsibilities:

PURPOSE OF THE POSITION

Under the supervision of the SACHS/LIA Program Consultant, the SACHS/LIA Executive Administrator will support the SACHS/LIA Program Consultant, the Academy’s Executive Director, and the Leadership Team and Shared Leadership Team. Responsibilities include oversight, planning, coordination and implementation of the LIA training program and the SACHS Directors’ quarterly planning meetings, travel arrangements and reimbursement, and meeting and training logistics. Other responsibilities include providing high-level administrative support to the Executive Director, and scheduling meetings, and meeting management for the Leadership Team and Shared Leadership Team.

SPECIFIC DUTIES

This is a 40-hour a week hybrid with remote flexibility position typically working M-F and is based on contract funding subject to annual renewal. The position may be subject to intermittent overnight travel and work shifts outside of normal business hours, including weekends and evenings if needed.

This position requires that you reside within California throughout the duration of your employment and live within a commutable distance from the worksite your work supports. Positions are typically assigned to either our Riverside or San Diego office for any on-site work.

Note: some duties may include working with and/or exposure to sensitive/traumatic topics or material dealing with child abuse, abuse against older adults and adults with disabilities, and/or issues and scenarios related to mental health, substance use, or racism.

The Academy is a project of the San Diego State University Research Foundation, which is grant-funded and serves as an auxiliary to the University. The Academy is based near, but not on campus, and does not have direct responsibilities for working with or teaching college students.

The Academy is currently going through a reclassification process. If this position’s classification changes during this process, it would not change the role, responsibilities, or compensation of the position.

EXECUTIVE DIRECTOR ADMINISTRATIVE ASSISTANCE (50%)

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.

LIA TRAINING COORDINATION (35%)

Specific Duties

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.

SACHS PROGRAM COORDINATION (15%)

Specific Duties

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.

OTHER DUTIES AS ASSIGNED (10%)

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.

QUALIFICATIONS & SPECIAL SKILLS

Knowledge and Abilities:

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

Qualifications:

MINIMUM EDUCATION

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.

MINIMUM EXPERIENCE

5-years of progressively responsible experience performing varied or specialized administrative and analytical duties and/or service as a program administrator.

PREFERRED QUALIFICATIONS

5+ years of experience supporting C-Level executives, preferably in a mission-driven environment.

ADDITIONAL APPLICANT INFORMATION:

A background check (including a criminal records check) and/or Livescan (fingerprint) must be completed satisfactorily before any candidate can be offered a position with SDSU Research Foundation/KPBS
San Diego State University Research Foundation is an EEO/AA/Disability/Vets Employer
Candidate must reside in California and live within 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 equal opportunity employer. Consistent with California law and federal civil rights laws, SDSU Research Foundation provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin or any other categories protected by federal or state law.
Employment decisions are based on an individual’s qualifications as they relate to the job under consideration. Our commitment to equal opportunity means ensuring that every employee has equal access to resources and support.
SDSU Research Foundation complies with Titles VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), and other applicable state and federal anti-discrimination laws including grant or contract terms and conditions related to funded program activities. Further the SDSU Research Foundation maintains a Nondiscrimination Policy that prohibits discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of unlawful discrimination, harassment, and retaliation in all programs, policies, and practices.
SDSU Research Foundation makes all employment decisions including, but not limited to, applicant screening, hiring, promotion, demotion, compensation, benefits, disciplinary actions, and terminations on the basis of merit.

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SACHS/LIA Executive Administrator

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