Workforce Innovations Administrative Coordinator

Overview

This position is open until filled with an initial application review to take place on June 12, 2025.

The starting salary range for this position is $25.00 - $28.00 per hour 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 five 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.

Under the Workforce Development Programs Division, the Workforce Innovations Program is responsible for the general oversight of the integration of workforce development and instructional design innovations into the services provided by the Academy's Child Welfare Development Services (CWDS) program, instructional design project management, and curriculum writing projects funded by the California Department of Social Services (CDSS). This program works in close partnership with SDSU's Instructional Technology Services (ITS), the Academy's Learning Experience Design (LXD) Manager, CWDS Director, CalAcademies, California Workforce Innovation and Support in Education (CalWISE), and other state partners.

Responsibilities PURPOSE OF THE POSITION

Under the general direction of the Workforce Innovations Project Manager (WIPM), the Workforce Innovations Administrative Coordinator is responsible for working independently and in partnership with Academy staff to support the ongoing operations of the Workforce Innovations Program. As a new position in the organization, the projects may evolve to support other parts of the Academy or customers as contracts shift.

SPECIFIC DUTIES

This is a 40-hour-a-week remote full-time position working M- F from 8 : 00 to 4 : 30 p.m. and is based on contract funding subject to annual renewal. The position is subject to intermittent overnight travel and work shifts outside of normal business hours, including weekends and evenings. This position is based in California with a regular on-site work location at the Academy for Professional Excellence's San Diego office.

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 working to update employee classifications. This position may be subject to a future classification change, however, this does not change the role, responsibilities, or compensation of the position.

The percentages of time listed below may shift based on the needs of the Workforce Innovations Program, customer needs, and contractual obligations.

WORKFORCE INNOVATIONS PROGRAM SUPPORT (95%)

• Meeting Coordination
• Schedule meetings via email or polling applications to accommodate participants' schedules.
• Set up virtual meeting appointments using Google Calendar and Zoom, or arrange in-person meetings by locating and coordinating meeting spaces.
• Provide technical support during virtual meetings, assisting participants with document access and troubleshooting minor audio and video issues.
• For in-person meetings, ensure the environment is clean and organized. Set up technology (laptops, projectors, speakers, tablets) and verify that all equipment functions correctly before and during the events.
• Take detailed notes during meetings, document action items, and track follow-ups after the meeting concludes.
• Distribute notes to attendees and ensure that agendas and notes are saved to the appropriate location in our Google Drive.
• Create and maintain up-to-date email distribution lists for all WI Program workgroups.
• Oversee the maintenance of the Workforce Innovations Meeting calendar, including managing the addition of new attendees.
• Provide administrative support to the WI Program.
• Communication and Marketing
• Gather and synthesize information from Workforce Innovations team meetings to draft, finalize, and distribute communications via the Academy Hub.
• Send general announcements and reminders to workgroup members.
• Ensure that the Workforce Innovations Program webpage is accurate and current, and submit tickets to correct and update information as needed.
• Develop and maintain strong working relationships with internal and external partners to support effective collaboration and coordination of services.
• Utilize strong written and verbal communication skills to facilitate the flow of information across the Workforce Innovation Program and Academy teams.
• Assist with report preparation as needed.
• Enter and manage Workforce Innovations Program data, profiles, and records in Customer Relationship Management (CRM) systems, including Access Planit, CACWT, Google Drive, and the Academy website, ensuring data accuracy and quality record-keeping.
• Establish and maintain an overview of key Workforce Innovation Program projects and activities annually, providing administrative and operational coordination, managing scheduling, and keeping team members informed about events, deadlines, and requirements.
• Support the team with copywriting, editing, and designing various materials related to service provider and Academy staff engagement.
• Regularly review and update policies and procedures to align with evolving needs and industry standards.

OTHER DUTIES AS ASSIGNED (5%)

KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)

Qualifications

MINIMUM EDUCATION

MINIMUM EXPERIENCE

PREFERRED QUALIFICATIONS

Bachelor's degree or equivalent in a relevant field

Experience working in a child welfare services program, health services, human services, and / or social services for a public agency (for example : state or county health and / or human services agency)

Ability to type accurately and efficiently

Tech-savvy and comfortable learning new software tools.

Previous experience in an office or administrative environment

ADDITIONAL APPLICANT INFORMATION

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