Executive Assistant, Programs

SAN-Diego-Center-For-Childre; San Diego (CA); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Health Insurance

403(b) with employer match

Generous PTO

Job summary

San Diego Center for Children seeks an Executive Assistant, Programs to serve as the primary administrative partner to the Chief Program Officers. The role keeps the CPO's office organized, on schedule, and connected across campus and community program divisions.

You will manage calendars, prepare briefs, coordinate travel, take minutes, and track deadlines for reports, licensing, and contracts while maintaining confidentiality in a fast-moving behavioral health setting.

Qualifications

• High School Diploma or equivalent.
• Valid California Driver's License if required to perform organizational business-related driving.
• Minimum of Two Years of Administrative, Coordination, or Office Support Experience.
• Proficiency with Microsoft Office Suite, including Word, Excel, and Outlook.
• Excellent written and verbal communication skills.

Responsibilities

• Assist with the CPOs’ calendars, prioritize meeting requests, and protect time for strategic work.
• Screen and route calls, emails, and requests, and respond on the CPOs’ behalf when appropriate.
• Prepare agendas, briefing materials, presentations, and reports for the CPOs.
• Coordinate travel, site visits, and expense reports.
• Meetings, Training, Events, and Program Coordination: schedule and support program leadership meetings; take minutes and track action items.
• Coordinate cross-program projects and training events, including timelines and deliverables.

Skills

Organizational skills

Communication

Discretion/Confidentiality

Microsoft Office Suite

Time management

Detail-oriented

Education

High School Diploma

Associate's or Bachelor's degree preferred

Tools

Microsoft Office Suite

Google Workspace

Excel

Outlook

Job description

By joining the San Diego Center for Children, you will empower children and families through transformative mental health care and educational services. Our vision is to inspire a world where children and families live joyful, healthy lives. We serve over 1,000 people every day - are you ready to make an impact?Join us - and work with purpose!POSITION BENEFITSTeam-oriented, Multidisciplinary ApproachOngoing, High-Level Learning and Development OpportunitiesCulturally Diverse EnvironmentJoint Commission Accredited OrganizationComprehensive Health Insurance (Medical, Dental, Vision, Pet)Retirement Savings Plan: 403(b) - With Employer Match Up To 3%Generous Paid Time Off (Vacation, Sick Leave, Holidays)Wellness ProgramsEAP - Employee Assistance ProgramEmployee Discounts For Those Pursuing a Higher EducationEmployee DiscountsEmployee Recognition ProgramOpportunities for Career AdvancementMay Be Eligible For State or Federal Loan Forgiveness Programs For Work With Underserved PopulationsAll Offsite Programs Have a Bonus StructureSUMMARYThe Executive Assistant, Programs is the primary administrative partner to the Chief Program Officers (CPO) at San Diego Center for Children (SDCC). The role keeps the CPO's office organized, on schedule, and connected across SDCC's campus and community program divisions.The Executive Assistant, Programs assists with the CPOs' calendars and communications, coordinates meetings and projects, and tracks deadlines for reports, licensing, and contracts. The role also serves as a point of contact between the CPOs, program leaders, and internal and external partners. It requires sound judgment, strict confidentiality, and the ability to handle many priorities at once in a fast-moving behavioral health setting.ESSENTIAL DUTIES AND RESPONSIBILITIESExecutive Support:Assisting with the CPOs’ calendars, prioritize meeting requests, and protect time for strategic work.Screen and route calls, emails, and requests, and respond on the CPOs’ behalf when appropriate.Prepare agendas, briefing materials, presentations, and reports for the CPOs.Coordinate travel, site visits, and expense reports.Meetings, Training, Events, and Program Coordination:Schedule and support program leadership meetings across Community and Campus programs.Take minutes, track action items, and follow up with owners to make sure tasks are completed on time.Coordinate cross-program projects, such as care transitions, new program launches, and facility planning, by tracking timelines and deliverables.Act as a liaison between the CPO and program directors, the executive team, and other departments.Coordinate training registration, attendance tracking, CEU documentation, and participant communication.Coordinate logistics for meetings, trainings, workshops, and organizational events, including materials, food, room setup, and cleanup.Support promotion and outreach for trainings and events as requested.Serve as the administrative liaison for trainers and facilitators, coordinating communication, scheduling, logistics, required documentation, and follow up.Collect and track trainer agreements, W-9s, insurance documentation, invoices, CEU materials, and other administrative requirements, and coordinate with Finance to follow up on payment status and resolve outstanding items.Develop and maintain reusable checklists, templates, calendars, and processes for recurring trainings and events.Draft and distribute routine communications related to trainings, meetings, and program coordination.Prepare agendas, materials, sign-in sheets, and other meeting documentationCompliance, Reporting, and Document Control:Maintain a calendar of deadlines for licensing reviews, audits, accreditation, county and school district contracts, and grant reports.Gather information from program teams and prepare drafts of required reports for the CPO's review.Keep program policies, handbooks, and forms organized under a single version-controlled process, and route requested changes to the designated owner.Maintain organized, confidential files for the CPO's office.Communications and Relationships:Serve as the primary administrative point of contact for routine internship coordination.Manage intern inquiries, placements, and communication with schools, universities, and SDCC supervisors.Coordinate school and university agreements and required documentation in collaboration with appropriate SDCC staff.Maintain an accurate tracker of interns, placement dates, supervisors, requirements, and deadlines.Coordinate intern onboarding, orientation, documentation, and offboarding activities.Maintain complete and organized internship records and documentation.Communicate routine internship requirements and deadlines to interns, supervisors, schools, and universities.Draft correspondence, memos, and announcements for the CPO.Serve as a professional point of contact for counties, school districts, funders, families, and community partners, routing issues to the right person.Help coordinate responses to family concerns and escalations that reach the CPO's office.Board and Executive Support:Prepare program materials for executive leadership and board or committee meetings.Track and organize data for program dashboards and outcome reports.Confidentiality:Handle sensitive client, personnel, and organizational information in line with HIPAA, 42 CFR Part 2, FERPA, and SDCC policies.Confidentiality and Professional Responsibilities:Maintain confidentiality of organizational, employee, client, intern, contract, financial, and other sensitive information.Handle confidential information in accordance with SDCC policies and applicable laws and regulations.Demonstrate professionalism and discretion when communicating with employees, youth and families, vendors, interns, school districts, community partners, and other external stakeholders.Communicate proactively regarding competing priorities, delays, barriers, or issues requiring leadership attention.Maintain accurate documentation and complete assigned work within established timelines.Other Responsibilities:Fulfill training requirements and professional development goals.Develop and/or maintain community and professional linkages in support of organizational objectives.Participate in organizational meetings and activities as assigned.Maintain flexibility and continuity of responsibilities during organizational emergencies, public health events, or other significant disruptions to normal operations.San Diego Center for Children may modify work schedules, job duties/functions, or assignments as needed to meet organizational needs, with minimal notice.All other duties as assigned.LANGUAGE SKILLSAbility to read, analyze, and interpret reports, contracts or agreements, policies, procedures, and other documents. Ability to respond to routine inquiries from employees, school districts, vendors, program partners, interns, and community members. Ability to effectively draft and communicate routine written correspondence.PHYSICAL DEMANDS AND WORK ENVIRONMENTThe physical demands described here are representative of those required to successfully perform the essential functions of this position. Reasonable accommodation may be made for individuals with disabilities. Regularly sit, stand, walk, use a computer and telephone, and use hands to handle office materials and equipment. Occasionally bend, stoop, reach, lift or carry office, meeting, training, or event materials. Occasional driving may be required for organizational business. Work may occur in office, school, program, meeting, or facility environments. Noise levels are generally moderate.DIVERSITY STATEMENTThe San Diego Center for Children is committed to:Actively recruiting, retaining, and supporting diverse staff at all levels of the organization.Ensuring that diverse perspectives are included in the development and implementation of policies, practices and services, and that individuals feel empowered to advance our mission within an atmosphere of trust, safety, and respect.Encourage and provide access to professional development in order to deliver equitable and culturally informed services to the population we serve.MINIMUM REQUIREMENTS:High School Diploma or EquivalentValid California Driver's License if required to perform organizational business-related drivingMinimum of Two Years of Administrative, Coordination, or Office Support ExperienceStrong organizational skills and demonstrated ability to manage multiple priorities simultaneouslyStrong attention to detail and ability to maintain accurate recordsProficiency with Microsoft Office Suite, including Word, Excel, and OutlookExcellent written and verbal communication skillsAbility to work independently while also collaborating effectively across multiple departmentsAbility to maintain confidentiality and exercise sound professional judgmentAbility to meet deadlines and follow through on assigned responsibilitiesPREFERRED QUALIFICATIONS:Associate's or Bachelor's degree preferredExperience in a nonprofit, healthcare, behavioral health, education, or social services settingExperience coordinating internships, volunteers, students, or educational placementsExperience with grants administration, grant tracking, or program deliverablesExperience with scheduling, training, meeting, or event coordinationExperience supporting executives, directors, or senior leadershipExperience developing administrative systems, trackers, checklists, or workflowsProficiency with Google Workspace preferredProficiency in Spanish