Administrative Assistant, Behavioral Health Workforce & Retention

The Policy and Innovation Center (PIC) is a 501C3 nonprofit. Its founding partners include the San Diego Foundation, the County of San Diego, and the world’s leading think tank – The Brookings Institution. PIC conducts research and policy analysis to help solve the region’s biggest problems. Its mission is to unlock the region’s potential by cultivating and building partnerships. Its niche is to address intractable issues – climate resilience, critical infrastructure, community wealth disparities, and housing affordability - that can only be solved with cross-sector, multi-jurisdictional collaborations. Learn more about PIC’s impact at https://thinkpic.org.

PIC is seeking a detail-oriented Administrative Assistant to provide vital support to the Senior Director and the Behavioral Health Workforce and Retention team. This role will enhance the efficiency of the program by managing administrative operations, coordinating meetings, assisting with grants administration, supporting financial processes, and ensuring compliance with reporting requirements. The ideal candidate is highly organized, proactive, and committed to advancing workforce development and behavioral health initiatives. If you thrive in a collaborative environment and are passionate about supporting impactful programs, we encourage you to apply.

This is a hybrid role with weekly onsite requirements at our San Diego Headquarter Office in Liberty Station.

Essential Responsibilities:

Administrative Support & Coordination

• Provide comprehensive administrative support to the Senior Director, Workforce & Community Impact, and the Behavioral Health Team, including managing communications, responding to inquiries, and handling confidential information with discretion.
• Coordinate and schedule meetings, appointments, and events, maintaining office calendars and tracking important deadlines.
• Prepare and proofread documents, reports, presentations, and correspondence.
• Organize and maintain digital and physical filing systems for workforce, health, and behavioral health records.
• Assist with travel arrangements, including booking flights, accommodations, and transportation.
• Process and track expense reports, ensuring accuracy and compliance with company policies.
• Coordinate with external vendors and service providers to support smooth office operations.
• Provide general customer service support, greeting visitors and directing them as needed.

Meeting & Event Coordination

• Assist in organizing and coordinating meetings, events, and convening, including preparing materials, setting up spaces, and ensuring logistical needs are met.
• Support the preparation of presentations and other meeting materials.

Grants Administration, Tracking, and Reporting

• Provide support for all operational and administrative aspects of government grants, including coordination with internal financial, grants, and compliance teams.
• Oversee the management of government grant funds, including reimbursement processes, advanced funding requests, and necessary supporting documentation.
• Manage invoices and associated financial reports, including monthly, summary, and annual reports.
• Work closely with the Senior Director, Workforce & Community Impact, Behavioral Health Team, subcontractors, and external stakeholders to ensure grant implementation aligns with requirements and guidelines.
• Monitor grant goals and progress, tracking associated indicators and ensuring deadlines are met.
• Coordinate regular check-in meetings with program staff and foster a culture of collaboration and trust between internal departments and external partners.

• 3 years of administrative and program coordination experience in a foundation, nonprofit, corporate, or government setting.
• Passion for PIC’s mission and commitment to the work.
• Strong organizational skills with a focus on detail, timeliness, finances, and record-keeping.
• Experience managing budgets and reporting for state and/or federal funding programs.
• Ability to prioritize and manage multiple projects, meeting deadlines and deliverables.
• Zoom capabilities.
• Effective communication skills to collaborate with diverse partners and meet reporting requirements.
• Proficiency in Microsoft Office Suite; experience with database management and data visualization tools preferred.
• Strong analytical, problem-solving, and critical thinking skills.
• Adaptable in a fast-paced, people-oriented environment.
• Quality improvement mindset and a collaborative team player.
• Must reside and work in San Diego County.

Language Skills:

• Ability to read, write, and speak English fluently

Work Environment & Physical Demands:

• Professional, hybrid work environment in San Diego
• Fast-paced work with multi-level distractions
• Ability to sit for prolonged periods of time at meetings, desk, computer, driving
• Ability to sit at a desk and view a computer screen for up to two hours
• Ability to type using a computer keyboard
• Ability to speak into and use a telephone

• Salaried Exempt: $60,000.00-$70,000.00 (The Policy and Innovation Center (PIC) is committed to practices that promote pay equity and transparency. Actual offers will be reflective of qualifications, skills and experience, internal equity, alignment with market data, among other relevant factors.)
• Supportive, inclusive company culture
• Hybrid work environment with support for at home office setup 
• 100% Employer paid medical, vision, dental, life, AD&D and long-term disability premiums: 75% Employer-paid premiums for all dependents on your benefits 
• 403B Retirement plan match up to 4% + Annual discretionary contribution 
• Earned Incentive Program 
• 3 weeks of paid time off + 1 additional week off with pay in July for all staff
• 4-week sabbatical for every 5 years of service 
• 13 paid holidays + 2 paid volunteer days off each year 
• Extended Health Care Time accruing at 2.77 hours per pay period to a cap of 480 hours: use for sick time, family care, and parental leave baby bonding 
• $100 monthly cell and internet reimbursement 
• $75 quarterly gym reimbursement 
• Annual service award $100 donation to nonprofit of your choice 

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice.