Under general direction, the Executive Assistant (Administrative Support Coordinator II) is responsible for carrying out the total administrative support operations and assisting in accomplishing the administrative objectives of a large/complex organizational unit by personally performing the more difficult and responsible administrative support functions. This position often involves evaluation and recommendations related to operational and procedural matters. The Administrative Support Coordinator II works with large scale, complex projects with broad, visible impact that involve coordination with other departments. Lead work direction, training, and guidance to others are provided.
Under the direction of the PCI Executive Director, the Executive Assistant will assist the Executive Director to meet the objectives of all of the PCI programs.
This position is essential to the projects because it ensures coordination of objectives and activities across all PCI programs and it provides administrative support to the Executive Director in the coordination of objectives and activities across all PCI programs.
Program Planning & Logistics (30%)
- Assist in planning all special events and workshops including liaising with Aztec Center, academic departments, and any outside vendors as may be required;
- Assist Executive Director in coordination of multiple special events across all programs
- Assist 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.
- Assist in the Coordination of various aspects of the Summer Residential Programs, which involves all TRIO programs, such as the USDA/CA Dept. of Education’s Summer Food Service Program, summer housing facilities and coordinating with the programs’ AA’s with regards to any event, which requires the Executive Director’s attendance.
- Schedule all PCI meetings, functions, engagements, interviews and maintain accurate master calendar of same across all programs;
- Troubleshoot if necessary any questions regarding personnel, logistical arrangements, travel, expenditures, across all programs or other project activities;
- Compose and finalize Executive Director’s correspondence and ensure follow-up action as necessary; compose other PCI documentation, pamphlets, flyers, as may be required;
- Take minutes at all PCI staff and management team meetings, typing them up and distributing them to all involved parties in a timely manner;
Materials, Supplies and Equipment Management (5%)
- Maintain clear communication lines between the Executive Director, project staff, and all other constituencies of the projects;
- Maintain PCI Master Calendar for all programs by coordinating with other program Administrative Assistants as to the information that needs to be on the All-PCI Master Calendar.
- Schedule monthly Management and All-PCI staff meetings, prepare the agendas, record, file and disseminate minutes;
- Act as principal liaison between PCI and 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 PCI Directory and PCI 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.
Records and Data Management (5%)
- Responsible for keeping an inventory and ordering, maintaining and tracking all materials, supplies and equipment pertinent to the office of PCI which houses the Executive Director and other staff.
Other Duties and Responsibilities (10%)
- Maintain and update as necessary staff resumes, job descriptions, interview questions for easy access for staff recruitment, promotions and annual performance reviews;
- Maintain 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 travel by accessing expense receipts for Fiscal Specialist;
- Maintain archival system for easy filing and retrieval of all documents;
- Screen and process all incoming mail, telephone calls and PCI 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;
MINIMUM KNOWLEDGE & ABILITIES REQUIRED
- Thorough mastery of written and oral communication skills, including English grammar, spelling, and punctuation;
- Expertise in using office software packages, technology, and systems;
- Ability to interpret and apply policies and procedures independently, and use judgment and discretion;
- Ability to troubleshoot most office administration problems and respond to all inquiries and requests;
- Ability to understand problems from a broader perspective;
- Ability to effectively handle interpersonal interactions at all levels
- Six years of progressively responsible experience in an office or administrative environment
- Associate’s Degree
- Fluency in Spanish
- Experience working with low-income populations
- Experience working for SDSU Research Foundation