Executive Assistant, Programs

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 BENEFITS

• Team-oriented, Multidisciplinary Approach
• Ongoing, High-Level Learning and Development Opportunities
• Culturally Diverse Environment
• Joint Commission Accredited Organization
• Comprehensive 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 Programs
• EAP - Employee Assistance Program
• Employee Discounts For Those Pursuing a Higher Education
• Employee Discounts
• Employee Recognition Program
• Opportunities for Career Advancement
• May Be Eligible For State or Federal Loan Forgiveness Programs For Work With Underserved Populations
• All Offsite Programs Have a Bonus Structure

SUMMARY

The 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 RESPONSIBILITIES

Executive 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 documentation

Compliance, 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. -…