Assistant Director, Corporate Affairs

Associated Students Inc., CSUF-posted 14 days ago
Full-time • Director
Fullerton, CA
1,001-5,000 employees
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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.

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