Description

The Institute on Violence, Abuse, and Trauma (IVAT) is seeking a proactive, motivated individual to provide administrative and logistical support for assigned special projects, training, and related activities. The ideal candidate will be organized and adaptable with a demonstrated ability to collaborate, contribute, and thrive in assisting with multiple projects and tasks. The successful candidate will provide high-quality service to all constituencies of IVAT. They will exhibit the highest professional standards and ethical principles and will be committed to the tenets of IVAT’s Mission and Vision.

The Family Violence and Sexual Assault Institute (FVSAI) dba Institute on Violence, Abuse and Trauma (IVAT) is a nonprofit organization and a leading international resource and training center, headquartered in San Diego, California. IVAT links practice, policy, research, and advocacy to promote violence-free living and improve the quality of life for individuals on local, national, and international levels. For more information, visit our website: https://www.ivatcenters.org/

POSITION SUMMARY

Under the general supervision of the Director of Operations & Special Projects, the Special Projects and Training Assistant will provide administrative and logistical support for IVAT’s Research, Training, and Publications Departments and support the planning and development of assigned projects, programs and activities. This is a full-time, non-exempt on-site position providing administrative, logistic, and other support for national and international training projects, program evaluation, certification programs or other special projects. This position requires strong and concise communication, respectful and professional interpersonal relationship building, and strong organizational skills with attention to detail.

ASSIGNMENTS AND RESPONSIBILITIES

• Provide administrative and logistic support for meetings and events, including national and international training projects, webinars and on-demand content, certification programs, educational resources/bookstore, and other special projects
• Serve as an information resource for training attendees, presenters and other collaborating and/or community partnerships or contractors; maintain accurate and up-to-date correspondence
• Provide on-site support for registration, volunteers, or bookstore at events/conferences; maintain timely communication with various internal and external parties
• Provide clerical support for certification programs or training projects, including payment processing, attendee tracking, and creating certificates
• Research and gather data on relevant issues, organizations, partnerships, grant opportunities, and event sites
• Perform clerical duties such as data entry, updating of manuals, data management, assist with documentation and financial tracking
• Organize and respond to project related emails and provide summaries or progress reports
• Set meetings and take meeting minutes, record actionable items to ensure appropriate follow-up on progress of action items and other tasks
• Track progress towards milestones and ensure assigned projects and tasks adhere to budgetary requirements and timelines
• Update, distribute and organize project plans and training materials, track progress of relevant materials; format / edit a variety of documents and materials
• Process/update and maintain databases(s) or spreadsheets and provide summaries or progress reports to ensure timely completion of deliverables
• Update, create and distribute or disseminate training or project-related information
• Maintain accurate records, prepare detailed reports, ensure timely completion of project deliverables
• Apply various data analysis techniques to inform project success and determine ways to improve processes and outcomes
• Regular communication with Supervisor
• Other tasks as assigned

Additional opportunities and potential to be involved or participate in other work based on expertise, experience, performance, and skill include:

• Opportunity to provide support and plan training designed for certification programs, large international Summits on violence, abuse and trauma, as well as engage in opportunities to work with local and national agencies and programs.
• Involvement in program evaluation research, special projects, and related trainings, including providing support for data collection and analysis and/or researching information for major projects.
• Involvement in the editorial process of three peer-reviewed international journals (Journal of Child Sexual Abuse; Journal of Aggression, Maltreatment & Trauma; Journal of Family Trauma, Child Custody, & Child Development).

APPLICATIONS

Completed applications should be sent to Nanette Burton, MS, Director of Operations & Special Projects (NanetteB@ivatcenters.org). Application materials include:

• Cover letter and CV/Resume (incl. 2-3 references)
• Availability / anticipated start date
• Sample writing, publication, article, report or other relevant work (i.e., PowerPoint, annotated bibliography, essay, spreadsheet, etc.) may be requested

Requirements

QUALIFICATIONS

Strong candidates will show evidence of excellence in communication, logic, writing skills, reasoning, problem-solving, and team building. Successful candidates will be highly motivated, adaptable, and demonstrate the ability to organize time and priorities to meet multiple concurrent deadlines. They will work well independently and as a member of a team. Research and/or prior experience in violence, abuse, and trauma fields are helpful. Related nonprofit or administrative experience a plus.

POSTION REQUIREMENTS

EDUCATION

• Bachelor’s degree or some college with related experience in psychology, criminology or forensic behavior, social work, or a related discipline preferred

EXPERIENCE

• One-year related experience in administrative duties in a professional environment preferred
• Recommended 1-2 years working in a fast-past environment
• Prior experience with research; collecting, interpreting, and presenting information

KNOWLEDGE

• Knowledge/proficiency of all Microsoft Office programs, especially Word, Excel, and PowerPoint, as well as experience with database management.
• Familiarity with Cloud-Based Shared Files, such as Google Drive, SharePoint, Dropbox
• Familiarity with Adobe Cloud and/or marketing/dissemination tools helpful (Constant Contact, Canva)
• Knowledge of nonprofit administration helpful
• Familiarity with registration platforms (CE21, CVENT) a plus

SKILLS

• Effective written, verbal, and active listening communication skills
• Effective and efficient organizational skills
• Attention to detail and high level of accuracy; effective proofreading
• Excellent customer service skills
• Possess cultural awareness, humility and sensitivity
• Adaptability and sound work ethics
• Effective time management techniques to balance a workload involving multiple departments
• Self-motivation and a high level of responsibility
• Working knowledge of advanced planning; ability to initiate tasks and projects

ABILITIES

• Ability to follow established procedures, direction, and guidelines
• Ability to successfully work individually and as a team member
• Ability to prioritize work tasks and maintain a productive workload
• Ability to maintain a high level of accuracy in preparing and entering information
• Ability to maintain confidentiality of information related to IVAT services
• Ability to utilize sound judgement for problem-solving; knowledge to know when to consult a supervisor
• Strong commitment and adherence to timely completion of tasks is required

OTHER REQUIREMENTS

• Committed to the mission and vision of IVAT as a social change organization
• Maintain a professional appearance and demeanor
• Valid California driver license at time of hire
• Employment contingent on a successful background check

Ability to be optimistic, positive, and supportive in all interactions with others. Applicants from diverse backgrounds with interest in IVAT’s mission of social justice and public health, and upholding diversity, equity, and inclusion of all are encouraged to apply.

ANTI-DISCRIMINATION POLICY

 IVAT prohibits discrimination in employment and in its educational programs and activities, including admission or access thereto, on the basis of race, national origin, color, creed, religion, sex, age, marital status, disability, medical condition, veteran status, sexual orientation, gender identify or associational preference.

IVAT is an Equal Opportunity Employer. IVAT will conduct its programs, service and activities consistent with applicable federal, state and local laws, regulations and orders.

This policy is governed by Titles VI and VII of the Civil Rights Act of 1964, the Civil Rights Act of 1991, Title IX of the Education Amendments Act of 1972 Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, the Age Discrimination Act of 1975, the regulations implementing these statutes, and applicable federal and California law.

SETTING

The Family Violence and Sexual Assault Institute (FVSAI) dba Institute on Violence, Abuse and Trauma (IVAT) is a 501(c)(3) nonprofit organization that condemns violence and oppression in all its forms. We stand with all who work for equality and peace. IVAT is a leading international resource, training, and direct services center founded in 1984 as FVSAI and now headquartered in San Diego, California with satellite offices in Los Angeles, Hawai`i and Maryland. Our mission is to promote violence-free living by improving the quality of life for individuals and addressing all aspects of violence, abuse and trauma across the lifespan. IVAT works collaboratively to improve systems responses and access for our most vulnerable populations, including victims of child maltreatment, youth violence, bullying, human trafficking, domestic violence, sexual victimization, and elder abuse. We host 2 international summits annually, edit 3 academic peer reviewed international journals, maintain several research databases, provide program evaluation, consultation, and a wide array of training addressing violence, abuse and trauma-- many of which can be used toward specialty certificates and continuing education. We offer vital professional clinical and forensic services to San Diego County and beyond. We believe collaboration across systems is key to putting an end to violence and abuse.

This is an on-site full-time position.

Travel may be requested for various projects occurring outside of San Diego, CA.