San Diego State University Research Foundation


Administrative Support Coordinator

US-CA-San Diego

Job ID: 2024-17759
Type: Full-Time Contract
# of Openings: 1
Category: Research/Project
College of Engineering

Overview

The salary range for this position is $21.23 -$22.04 per hour depending upon qualifications and is non-negotiable.

FUNCTION OF THE UNIT

The Department of Aerospace Engineering is one of four departments in the College of Engineering. The primary objective of the department is to prepare students for careers in Aerospace engineering. The department currently has 13 full-time faculty including the Department Chair. The numerous part-time, adjunct and affiliated faculty varies from semester to semester.

PURPOSE OF THE POSITION

The Administrative Support Coordinator works under the general supervision and direction of the Department Chair and Lead Coordinator and is responsible for support and continuity within the department. Provides initial point of contact and information for visitors and students and responds to general inquiries about the major programs, the Department and the University. Receives/screens telephone calls and refers to appropriate contact, responds to Departmental e-mails, handles all department incoming and outgoing mail, provides clerical and administrative support services to the faculty and students. Purchases office and lab supplies for the department; tracks expenses on internal budget sheet. Manages hiring and payroll process for Student Assistants and monitors the payroll monthly budget. Responsible for understanding and interpreting university policies and procedures including but not limited to the Registrar’s Office, Graduate Office, Admissions Office, Evaluations Office, Human Resources, Accounts Payable, Procurement, and Travel.

The person holding this position is considered a `mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

Core Responsibilities – 40%

Administrative Coordinator Duties and Responsibilities: Maintains regular Aerospace engineering department office hours 8:00 am to 4:30 pm, Monday - Friday.

• Incumbent is the first point of contact for student/faculty and visitor inquiries via email, in person or on the phone.
• Responsible for understanding, interpreting, and maintaining knowledge of degree program requirements and responding to program inquiries and providing general academic advising as needed.
• Responsible for understanding and interpreting university policies and procedures including but not limited to the Registrar’s Office, Graduate Office, Admissions Office, Evaluations Office, Human Resources, Accounts Payable, Procurement, and Travel.
• Prepares employment paperwork for student graders/assistants. Responsible for reviewing and approving student timesheets, completing monthly attendance reports, and distribution of student payroll checks. Maintains budget sheet for recording and reconciling all department student assistants and Instructional Student Assistants payable hours with monthly reports generated via PeopleSoft and works with a Payroll Technician and students to resolve any discrepancies.
• Orders office supplies for the department office as well as faculty offices in department; maintains office supply inventory.
• Responsible for file management including hard and electronic documents; maintains academic records for students and all business documents for the AE (Aerospace Engineering) department.
• Attends Faculty meetings and transcribe meeting minutes.
• Prepares general announcements and maintains departmental bulletin boards and displays. Assists with updating the department website and social networking sites.
• Receives and distributes incoming mail and processes outgoing mail. Submits work and service requests to Facilities Services. Submits IT work requests on behalf of department faculty and staff. Maintains office equipment (copy machine, fax, printer, etc.). Submits requests for building access and key authorization. Assists with telephone coordination for the department.
• Coordinates and prepares ABET accreditation reports, drafts tables and tracking materials, creates surveys and tabulates results and prepares data summaries.
• Assists with the faculty recruitment process, i.e., posting recruitment announcements, coordinating faculty schedules, processing travel reimbursement, and scheduling interviews. Schedules other administrative meetings as needed.

Procurement and Accounts Payable Duties – 30%:

• Purchases supplies and equipment as requested by faculty using Oracle Financials to create purchase requisitions or using a credit card. Maintains current knowledge of policies and procedures. Interprets and explains purchasing policies and procedures.
• Monitors, records and reconciles all expenditures on Department Budget sheets. Generates Oracle reports (obligation, commitments, and actual reports for reconciling expenditures).
• Prepares and submits reports for all credit card purchases to the reviewer in a timely manner. Monitors and distributes purchase orders to the requestor.
• Creates and submits direct payment forms, prepares and submits travel forms and reviews travel expense claim forms for accuracy and monitors reimbursements.
• Researches accounting discrepancies and works with Travel, Accounts Payable, Procurement, Shipping and Receiving, and vendors to determine proper course for correction (e.g. expenditure transfers, returns, refunds/credits).
• Ensures all capital assets information is recorded and provided to appropriate parties to update i-assets inventory.
• Assists AE department in tracking assets.

Aerospace Engineering News and Social Media – 15%:

Independently gathers newsworthy updates from faculty, staff and students to post on AE social media network sites and department website. Responsible for editing, formatting and obtaining images for content. Works with the College of Engineering’s communication lead as needed.

Administrative Support to Students – 5%:

Assists student organization officers with room reservations, parking permits, announcements, keys (access), etc., for organizational meetings. Provides initial point of contact and information for students interested in AE degree programs. Guides students to proper sources for information, filing paperwork, and complaints. Answers questions regarding course prerequisites, registration, drop/add policies, deadlines, faculty office hours, and campus office locations.

Administrative Support to Faculty – 5%:

Prepares and duplicates classroom materials including syllabi, handouts, and examinations. As requested, prepares reports, grant applications, papers, book requisitions, and correspondence relating to faculty, faculty organizations/committees, recommendation letters, etc. Assists with ABET accreditation reports. Responsible for scheduling meetings, taking meeting minutes, room reservations, and catering arrangements, maintaining complex calendars, making travel arrangements and processing forms for travel, reimbursement, etc. Obtains, prepares, and distributes lists of all full-time and part time faculty office hours each semester. Assists in the clerical and administrative support of AE graduate and undergraduate programs.

Other Support Assignments – 5%:

The Administrative Support Coordinator may be required to carry out tasks as assigned by the Department Chair, the Department Administrative Support Coordinator II, the Dean's Office or other personnel in the College or University with the approval of the Department Chair, which contribute to the mission and goals of the College of Engineering and the Department of Aerospace Engineering, and which are appropriate to this classification, but are not specifically defined herein. It is expected that these tasks will be completed successfully as determined by the individual making the request and by the Department Chair.

Core Knowledge and Abilities

• Entry to this classification requires a fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Some positions may require a knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems, and software packages is also a prerequisite. These entry qualifications would normally be obtained through completion of a high school program or its equivalent and some experience in an office environment.

Project Specific Knowledge and Abilities

• Thorough knowledge of office methods, procedures, and practices.
• Experience to be fully functional in all technical aspects of work assignments.
• Thorough knowledge of applicable university infrastructure, policies, and procedures.
• Thorough knowledge of English grammar, punctuation, and spelling.
• Ability to draft and compose correspondence and standard reports.
• Thorough knowledge of office systems and ability to use a broader range of technology, systems, and computer software packages.
• Ability to independently handle multiple work unit priorities and projects.
• Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions - refer more complex problems to appropriate staff.
• Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
• Working knowledge of budget policies and procedures.
• Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
• Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.

Core Experience/Education

• Four or more years of progressively responsible administrative or clerical experience in a position requiring judgment, discretion, and initiative to coordinate administrative activities.
• High School diploma or equivalent.
• Budget coordination experience.
• Proficient with Microsoft Excel, Word, PowerPoint, Google Docs, Sheets, Slides, One Drive, Calendar management, and Gmail.
• Experience with video conferencing software, i.e., Zoom, MS Teams, and Google Meet.
• Equipment: Telephone, Computer, Printer, Copier, Scanner, Fax, Calculator.
• Software: Microsoft Word, Excel, and PowerPoint, Oracle Financials, SIMS, PeopleSoft, Google Mail.

PREFERRED QUALIFICATIONS AND SPECIAL SKILLS

• Bachelor's degree or equivalent work experience.
• Ability to work well with students and with the public in a reception capacity.
• Experience with Oracle Financials, PeopleSoft or similar systems.
• Demonstrated ability to learn policy, procedures, and administrative functions.
• Ability to take initiative and demonstrate sound judgment.

ADDITIONAL APPLICANT INFORMATION:

• Candidate must reside in California or live in a commutable distance from SDSU at time of hire.
• Job offer is contingent upon satisfactory clearance based on Background Check results (including a criminal record check).
• San Diego State University Research Foundation is an EEO/AA/Disability/Vets Employer/Title IX employer.

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