Administrative Support Assistant I

Administrative Assistant

The Institute for Behavioral and Community Health (IBACH) is a non-profit research institute under the auspices of San Diego State University Research Foundation in San Diego, California. It is home to an active group of researchers, research professionals, and trainees working alongside organizational partners to improve the quality of life of all residents. Our mission is to build the evidence-base of modifiable determinants of health disparities, and in collaboration with our partners, develop evidence-based interventions to address these determinants to reduce health disparities through community-engaged research projects aimed to prevent chronic diseases and other health and quality-of-life behaviors and outcomes. We use these opportunities to train the next generation of researchers, practitioners, and policymakers. Our projects are grant funded through the National Institutes of Health and operated under the direction of SDSU faculty in partnership with research staff and students. We aim to hire an administrative assistant who can advance the health of diverse communities by supporting us in day-to-day operations of multiple ongoing projects.

The Administrative Assistant will be part of the administrative team for two NIH-grant-funded projects housed in the Research for Health and Community Health (REACH) lab : Fe en Accion and Conmigo. Under immediate supervision, this individual will perform general office support work of average difficulty for multiple research projects at the Institute for Behavioral and Community Health (IBACH). The admin assistant will support faculty and staff with administrative tasks, follow up on tasks to ensure deadlines are met, coordinate intake and reporting requirements of personnel and volunteers, organize work and documents to ensure consistent performance, and conduct all activities in accordance with SDSU Research Foundation policies and procedures. Faith in Action / Fe en Accin is a promotora-led health and exercise intervention for Latina women implemented in collaboration with 32 churches throughout San Diego County. The current study is testing the effectiveness, implementation, and sustainment of enhanced versions of the intervention in comparison with a standard version. Conmigo is a mother-daughter intervention that promotes physical activity among mothers and their pre-adolescent daughters. The study is testing the effectiveness of a 10-week intervention in schools in partnership with YMCA's. This is a hybrid position with 80% of weekly activities in-person at our offices in Kearney Mesa and additional in-person expectations to support special events.

Responsibilities

Coordination of Meetings and Events (40-45%)

• Schedule and set up meetings and conferences
• Solicit attendees for availability
• Reserve conference or meeting rooms at IBACH or off site
• Send meeting confirmations (date, time, location) to attendees
• Send meeting reminders to attendees7 days and 2 days before
• Attend team and investigator meetings as requested to record minutes; compile, transcribe, and distribute minutes of meetings
• Make travel arrangements for faculty and staff
• Reserve hotel, flight, and other transportation (e.g. to / from airport)
• Arrange payment for travel, lodging, and conference registration / fees
• Reconcile expenditures (advance closeout or reimbursement) following travel
• Assist in institute wide special events
• Prepare and maintain checklists and protocols to ensure smooth implementation of events
• Coordinate room reservation, catering ordering, communication with speakers and vendors, travel arrangements for outside guests, etc.
• Maintain good rapport with diverse teams and partners (investigators, staff / faculty, community stakeholders, Advisory Board, etc.) during communication and coordination of meetings

Supporting Student Research Assistants and Staff (20-25%)

Ordering and Purchasing (15-20%)

General Administrative and Hospitality (10-15%)

Other Duties and Responsibilities 5%

Qualifications

Required Minimum Education

Required Minimum Experience

Preferred Qualifications

Additional Applicant Information