Benefits:

• 15 Holidays Days
• 401(K) Retirement 6% Match
• Paid Vacation and Sick Leave
• Tuition Reimbursement up $2,500
• 2 Personal Days
• Group Medical, Dental and Vision Insurance Agency-Paid Life Insurance and Long-Term Disability Insurance
• Live Well Program
• 4 Paid Days Annual Bereavement (Note Total of 5 days of bereavement leave per loss)
• Health and Dependent Care Flexible Spending Account (FSAs)
• Voluntary Benefits: Life and AD&D Accident, Short-Term Disability, and Critical Illness Insurance
• Free Employee Assistance Program (EAP)

**Medical and dental benefits are provided to regular employees who work a minimum of 30 hours per week.**

LOCATION:

5660 Copley Office

San Diego, CA 92111

POSITION PURPOSE:

Under the leadership of the Vice President of Training and Organization Development (TOD), the TOD Senior Analyst is responsible for coordinating training, team building, strategy, and other assigned events. Under general supervision, the incumbent also executes special assignments as an executive assistant and analyst to the Vice President (VP) of TOD and General Manager (GM) of InnoVisions.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

• Manage and oversee various activities (operations and planning) and ensure timely flow of information to and from the executive office;
• Handle details of a highly confidential and critical nature discreetly, efficiently and effectively in a fast-paced professional environment;
• Independently manage multiple tasks and projects with competing priorities and deadlines;
• Facilitate employee engagement, planning, and learning workshops/meetings;

• Conduct preliminary vendor and venue assessments and negotiations based on agreed-upon project needs, goals, objectives, and budget;
• Analyze existing training program delivery, content, and aids to measure effectiveness and recommend program changes;
• Plan and execute logistics to support getting key people in the right place, at the right time with the appropriate resources;
• Manage external contacts for VP/GM, proactively understanding who they are, which contacts are priority, and keeping track of periodic communication needed for priority contacts;
• Anticipate the VP/GM's needs and proactively bring together appropriate people and resources to support the executive in addressing issues;
• When the VP/GM chairs meetings: Prepare agenda in advance, assist with and provide research/background information, content development, and create presentations and coordinate meetings;
• Prepare BOD presentations, packets, and logistics;
• Collaborate and bring together cross-functional coordination between programs and departments;
• Process and maintain revenue and expenses for VP/GM direct report departments;
• Develop and maintain a system that alerts to upcoming deadlines on incoming requests or events;
• Screen and prioritize communications and opportunities from external and internal sources;
• Independently process/compose correspondence/reports for VP/GM's and/or Executive Team's replies;
• Manage the daily schedule of VP/GM, ensuring that she/he knows the schedule 24 hours in advance and keeping appointments and meetings on time, or changing schedules when necessary;
• Manage VP/GM's travel arrangements and proactively coordinate the pre-planning of trips with various internal functions, including arranging appropriate travel, agendas and necessary contacts, and other necessary preparations;
• Ensure that various administrative tasks are done in an effective and efficient manner, including copying, reviewing outside mail, drafting correspondence, screening phone calls when requested, and maintaining executive files as needed;
• Manage file function for agreements/contracts;
• Assist with contract requests and drafting;
• Perform timekeeping duties for VP/GM direct report departments;
• Support records management and retention function;
• Execute and maintain a summary of key provisions in contracts in support of contract renewal deadlines, expiration dates, invoicing, and service hours reporting;
• Create, edit, and arrange the text, video, audio, images, and other materials that may be included in internal and external online programs;
• Serve as technical producer in setting up and managing meetings and trainings using videoconferencing platforms;
• Perform other related duties as assigned.

DESIRED MINIMUM QUALIFICATIONS:

Knowledge of:

• Vendor contracts;
• NHA stakeholders;
• Event planning and project management;
• NHA programs, policies and procedures;
• Facilitation skills;
• Data capturing, packaging, and documentation techniques.

Ability to:

• Exercise discretion and independent judgment;
• Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed;
• Handle confidential information appropriately;
• Operate at a highly proficient level in the following software applications: (Microsoft Word/Excel/PowerPoint, Google Workspace, Adobe Acrobat Professional, Zoom);
• Stay focused, efficient, and effective in managing multiple priorities;
• Communicate effectively with all levels of employees and outside contacts, written and verbally;
• Effectively collaborate with internal team, cross-functional team, and external parties in a rapidly growing environment;
• Provide after-hours and flexible support;
• Provide extensive administrative support in preparation of board presentations;
• Conduct oneself with a professional demeanor and the ability to defuse emotional situations in a calm manner;
• Display strong interpersonal skills and good judgment;
• Demonstrate organizational skills and maintain administrative processes;
• Demonstrate ability to manage group dynamics and facilitate meeting and learning sessions;
• Demonstrate a variety of data capturing and data packaging skills including charting, data processing, graphs, producing reports, etc.
• Work independently to achieve accomplishments.

EDUCATION AND/OR EXPERIENCE:

A typical way of obtaining the knowledge, skills, and abilities outlined above is graduation from an accredited college or university with a Bachelor's degree; plus, a minimum of five (5) years of work-related experience supporting Executive staff; or an equivalent combination of education and experience.

Language Skills:

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Reasoning Ability:

While performing the duties of this job, an employee is regularly required to use written and oral communication skills; observe; and interact with program management, staff, clients, and others encountered in the course of work.

LICENSES, CERTIFICATES & SPECIAL REQUIREMENTS:

Must have a valid California Driver's License. Must pass and maintain a criminal background check clearance.

PHYSICAL & MENTAL DEMANDS:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:

While performing the duties of this class, an employee is regularly required to sit, stand, and walk, talk or hear, both in person and by telephone; use hands to operate, finger, handle or feel office equipment; reach with hands and arms; and lift up to 50 pounds. The employee may also work outside, with or without shade, and stand for extended periods of time. Additionally, the employee may occasionally bend, stoop, squat, push, pull, or carry objects to set up for events. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Mental Demands:

While performing the duties of this class, an employee is regularly required to use written and oral communication skills; read and interpret data and information; observe and interpret people and situations; analyze and solve problems; learn and apply new information and skills; perform highly detailed work on multiple, concurrent tasks; meet intense and rapidly changing deadlines and priorities; and interact with board members, elected officials and officials of funding sources, NHA executives and managers, business and community organizations, public interest groups, staff, the media, clients and others encountered in the course of work.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee works under typical office conditions, and the noise level is usually quiet; however, due to the nature of some events, moderate to loud noise should be expected on occasion.