FLSA: Exempt, Salaried

Department:  Organizational Operations

Direct Supervisor: Director, Corporate Affairs

Summary:

The Assistant Director of Corporate Affairs is a critical, high-level administrative, strategic, and compliance-focused role reporting to the Director of Corporate Affairs. This position provides confidential executive support to the COO and Director of Corporate Affairs, serving as the primary expert in strategic contract management and organizational risk/compliance efforts.

The Assistant Director ensures the smooth and compliant functioning of corporate administration through meticulous oversight of documents, policies, leadership meeting coordination, and robust record-keeping. Key responsibilities include managing the full contract lifecycle from review to renewal/termination, enforcing best practices, and providing essential strategic direction and support for the organization's insurance portfolio, risk mitigation strategies, and critical administrative functions, including scholarship program assistance and special project coordination.

Essential Duties and Responsibilities:

Executive & Administrative Coordination

• Provide confidential, high-level administrative, and coordinative support to the COO and Director of Corporate Affairs including coordinating high-level meetings, corporate retreats, and ASI All-Staff Meetings.
• Oversee the preparation, meticulous editing, and proofreading of correspondence, comprehensive reports, executive presentations, official meeting minutes, and other crucial documents, ensuring accuracy, clarity, and adherence to organizational standards.
• Develop and maintain highly efficient physical and electronic filing systems, ensuring immediate retrieval of critical documents and information.

Corporate Administration

• Lead the coordination and documentation of major administrative and operational policies and procedures, ensuring consistency and accessibility.
• Coordinate the preparation and timely distribution of all meeting materials (agendas, minutes, supporting documents) for the Corporate Leadership Team (CLT) and Directors.
• Proactively track and document task assignments arising from CLT and Directors’ discussions on behalf of the Executive Director and COO, ensuring timely follow-up and completion.

Strategic Contract Management:

• Serve as the organization's primary internal subject matter expert and final reviewer for all corporate contracts, including procurement, vendor, partnership, and service agreements. Critically review all contractual language to confirm accuracy, mitigate risk, verify adherence to organizational policy and legal standards, and ensure the protection of the organization’s interests.
• Direct and optimize the complete contract lifecycle, including drafting guidance, negotiation support, execution, administration, and proper termination or renewal. Establish and maintain a robust, centralized, and secure digital repository for all contractual documents.
• Develop and implement a proactive tracking system for critical contract milestones, including automatic alerts for renewal deadlines, expiration dates, and key performance indicators (KPIs) or deliverables
• Develop, recommend, and enforce organizational policies, procedures, and best practices for contract initiation, review, and approval to ensure consistent application of standards organization-wide.
• Lead the comprehensive contract approval process through appropriate engagement with Executive Leadership, Directors, and relevant internal departments (e.g., Finance, Operations) to ensure successful contract execution and management.

Risk Management and Compliance Support

• Provide strategic oversight and direction to the ASI Safety and Risk Officer who is responsible for administering the organization's total insurance portfolio, including commercial general liability, property, auto, and specialized coverages.
• Ensure the organization's adherence to all insurance requirements related to internal programs (e.g., CSURMA, as applicable) and external vendor/partner agreements. Oversee the preparation of all required internal and external insurance-related reports.
• Direct and enforce the strict process for verifying and tracking Certificates of Insurance (COIs) from all organizational vendors, contractors, and partners, ensuring compliance with contractual and organizational risk management minimums.
• Work in close partnership with the Safety and Risk Officer to align contract and insurance practices with the organization's overall risk mitigation strategy, including coordinating incident reporting and claims processing
• Support the maintenance of risk management documentation, training materials, and emergency supplies records.
• Assist with the coordination of safety and emergency training sessions and documentation of facility safety inspections.
• Help with documentation related to employee work safety programs.
• Support the coordinator in maintaining business contracts, insurance documentation, and data within risk management systems.

Program Oversight

• Assists staff in the administration of ASI Scholarships and Research Grants.
• Assists in marketing planning, application review, processing and committee administration for scholarships and research grants.
• Assists in collaboration with stakeholders and campus partners, and compliance with regulatory requirements and related policies and procedures.
• Assist in coordination of application process, review, and awards process with the ASI Board of Directors and campus partners (e.g. CSUF Financial Aid, Student Business Services, etc.)

ASWI Project Coordination

• Provide significant administrative support to the COO for the ASI Student Wellness Initiative (ASWI).
• Coordinate support with the Wellness Director and ASI Project Manager to facilitate the planning process for the ASWI.

Document & Records Management

• Coordinate the maintenance of corporate records and archives, ensuring strict compliance with California Nonprofit Corporate code and internal document retention policies.
• Facilitate the coordination of records management, retention, and disposal processes, collaborating closely with the Compliance and Internal Controls Auditor as needed.
• Proactively track action items and ensure diligent follow-up from Board and committee meetings.

Assessment Support

• Support the organization in collecting, analyzing, and reporting data, as well as documenting assessment findings for programs, services, and facilities.in collecting, analyzing, and reporting data, as well as documenting assessment findings for programs, services, and facilities.
• Assist with the coordination of assessment activities with student-managed programs.
• Help in preparing annual program assessment reports and other assessment-related documentation.

Supervisory Duties:

Directly Supervises:

• Safety and Risk Officer
• Assessment Graduate Assistant

This role has the authority to perform or effectively recommend the following functions for the employees listed above:

• Make decisions on hiring, terminating, or effectively recommend such actions.
• Assigning work, designating tasks, or giving significant duties to employees using independent judgment and discretion.
• Reward or discipline employees, including issuing written warnings, or making recommendations for promotions or disciplinary action.
• Direct employees by deciding which employees will perform a task and the order in which tasks are completed using independent judgment and discretion and often considering the individual employee’s skills and aptitudes.
• Adjust employee grievances.
• Authority to transfer, suspend, lay off, or recall employees, which includes managing time off requests and leaves of absence.
• This role is held accountable for the performance of the employees they supervise and if employees under the manager’s supervision have performance failures, that may lead to a negative impact on the manager’s employment with ASI.

Additional Requirements:

Work Environment:

• Work is primarily performed in an office setting with extended computer use. 
• Occasional exposure to varying indoor/outdoor environments. 
• Interaction with a wide range of stakeholders. 
• Participation in off-campus or after-hours events, meetings, or retreats may be required.

Typical Physical and Mental Requirements:

• Sitting and standing for extended periods: The role involves significant computer work and meetings, requiring sustained sitting or standing.
• Walking and climbing stairs: Moving around the campus, attending events, and potentially using stairs regularly.
• Lifting and carrying moderate weight: This could include lifting and carrying materials for presentations, events, or production activities no more than 30lbs.
• Dexterity and fine motor skills: Operating computer equipment, handling small objects, and performing tasks requiring hand-eye coordination.
• Visual and auditory acuity: Effective communication and interaction in various settings require good vision and hearing.

• We are committed to working with qualified individuals with disabilities to identify and implement reasonable accommodation that would allow them to perform the essential functions of the job. If you have a disability and require accommodation to perform the essential functions of this job, please notify the hiring manager during the application process or upon accepting an offer of employment.

Special Requirements

• Employment will be contingent on a satisfactory employment history and criminal background investigation.
• May be required to drive occasionally as needed. Valid driver’s license and current auto insurance must be on file at all times and must meet CSURMA driving standards.

• Required to be a Mandatory Reporter and sign ASI Mandatory Reporter Form.

The Associated Students Inc., CSUF is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, genetic information or any other status protected under federal, state, or local law.

Benefits:
Comprehensive Benefits Package
ASI is committed to providing a robust and comprehensive benefits package to support your best life, covering health, time off, financial security, and personal development.

• Time Off: Includes 14 paid holidays, up to 10 vacation days annually, and up to 12 sick leave days per year.
• Premium Health Coverage: Access to low- or no-cost medical insurance plans through CalPERS, along with Delta Dental and VSP Vision coverage.
• Financial & Life Security: Includes Life/AD&D/Long-Term Disability insurance and eligibility for a Health and Dependent Care Reimbursement Account (HCDRA).
• Retirement Planning: Enrollment in the CalPERS retirement plan, with the option to contribute to a supplemental 403(b) plan.
• Professional Development: Eligibility for Educational/Tuition Reimbursement after one year of employment.
• Wellness Perk: Free membership to the Student Recreation Center (including the gym, pool, and fitness classes) for all full-time ASI employees.
• Confidential Support: Access to the REACH Employee Assistance Program (EAP) for confidential counseling and support services

Minimum Education and Experience Requirements:      

• Bachelor's degree in Business Administration, Public Administration, or a related field.
• Minimum of 3-5 years of progressively responsible administrative or executive support experience

Preferred Education and Experience Requirements:

• Experience within a non-profit, educational, or auxiliary organization preferred.

Knowledge, Skills, and Abilities: 

• Contract & Risk Management
• Contract Lifecycle Management: Knowledge of contract administration principles, including drafting, language review, negotiation support, and renewal tracking.
• Risk & Insurance Proficiency: Understanding of organizational risk management and insurance administration, including commercial liability, property coverage, and verifying Certificates of Insurance (COIs).
• Compliance & Policy Enforcement: Ability to interpret, apply, and enforce organizational policies, legal standards, and document retention regulations.
• Executive Administration & Communication
• Advanced Written Communication: Superior writing and editing skills for drafting high-level correspondence, complex reports, policy documents, and executive presentations.
• Executive Coordination: Proven ability to manage executive calendars, coordinate corporate retreats, and facilitate leadership meetings (including minute-taking).
• Discretion & Confidentiality: Demonstrated ability to exercise sound judgment and maintain absolute confidentiality regarding sensitive corporate and legal matters.
• Project & Operations Management
• Complex Project Management: Strong organizational skills to manage multi-stakeholder initiatives (such as Scholarship programs or Wellness initiatives) from planning through assessment.
• Data & Assessment: Ability to collect, analyze, and report on data to assess program effectiveness and support decision-making.
• Technical Proficiency: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with contract repositories, databases, or risk management software.

About Associate Students Inc., CSUF

The Associated Students provides for student governance, shared governance of the university, programming of student activities, funding of campus organizations and athletics, and the operation of a nationally accredited child development center. As an auxiliary organization, the Associated Students does not receive any funding from state sources and does not fund campus operations customarily funded from state sources. The Associated Students provides student development opportunities through leadership, volunteer, and employment experiences. In addition, the Associated Students provides campus community members with important social, cultural, and recreational opportunities, as well as, a wide range of programs and services. The Associated Students encourages and supports the activities of all CSU Fullerton recognized student organizations whose activities stimulate individual and group participation within the university community.

Connections working at Associate Students Inc., CSUF