California State University

Working Title

EOS & NERR Administrative Coordinator

SF State University

San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.

Applicants may visit titleix.sfsu.edu for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing vpsaem@sfsu.edu.

San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.

The person holding this position may be 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.

This position may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Department

Office of Research and Sponsored Programs/Estuary & Ocean Science Center/SF Bay National Estuarine Research Reserve

Appointment Type

Temporary:

Position will end on or before December 31, 2024. Permanent status cannot be earned in this grant funded position. This Temporary appointment can be concluded prior to the stated temporary appointment end date, normally with a two-week notice period. Continuation of this temporary appointment is contingent upon grant funding.

Time Base

Full time (1.0)

Work Schedule

Monday through Friday; from 8:00 am to 5:00 pm

Anticipated Hiring Range

$5,500.00 per month ($66,000.00 Annually)

Salary is commensurate with experience.

Position Summary

Administrative Coordinator will work for the San Francisco Bay National Estuarine Research Reserve (NERR) at Estuary and Ocean Science Center on the Romberg Tiburon Campus of San Francisco State University (SFSU), in Tiburon, CA. The position will be half time. The Administrative Coordinator will serve as a key contact between SFSU (Office of Research and Sponsored Programs), NOAA, and NERR staff and will assist the NERR Reserve Manager. The Administrative Coordinator will provide pre- and post-award grant support between the NERR and SFSU (prepare and interpret budgets and accounting reports; troubleshoot any discrepancies with appropriate campus offices; provide the NERR Manager with monthly financial reports; and assist with procurement and reimbursements) and grantors and subawardees (progress reporting, support with procurement and invoicing). Provide coordination support on human resources. Provide support with a variety of administrative tasks (scheduling meetings, planning special events, and supporting projects). Activities will also include working to support other NERR staff in support of our missions.

Position Information

Financial and Grant Management, Post-Award 

• Maintain financial tracking of projects post award, utilizing data from the SF State Financial Data Warehouse and from purchasing activities, and provide monthly summaries. Ensure efficiency and continuity between multiple project accounts. Track calendar of all required reporting, and accounts close out. Monitor contract invoicing to assure compliance with SF State policies and procedures.
• Maintain allocations and reporting of expenses and salaries across projects. Support NERR Manager and SFSU Grants Administrator in preparing and submitting compliance reports.
• Support NERR Manager on human resource needs, including coordinating with ORSP, coordinating annual reviews, hiring assistance, volunteers coordination.
• Administer procurement and purchase-card reporting. Process paperwork for NERR Manager and staff: travel authorizations, travel and project reimbursements, purchase orders, grant contracting and subawards. Maintain expenditure cost tracking by project and category. Respond to SF State enquiries.

Financial and Grant Management, Pre-Award 

• Support NERR Principal Investigators with pre-award grant proposal development, including coordination with Office of Research and Sponsored Program, coordinating funding opportunity notices, budget development, grant information input to state and federal grant submission online portals.

Administrative Support

• Schedule meetings, coordinate communications, and assist NERR Manager and staff with other administrative tasks, special events, note taking at meetings, calendar management, meeting agendas and action items tracking, volunteer hours tracking, online accounts management (domain names, hosts, outreach service providers).

Other duties as assigned

Minimum Qualifications

Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

• Demonstrated proficiency in University pre- and post-award grant management processes and procedures
• Demonstrated proficiency in Microsoft Excel necessary, proficiency in Access or similar database program beneficial
• General knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods especially of institutions like SF State.
• Working knowledge of general practices, program, and/or administrative specialty.
• Basic knowledge of and ability to apply fundamental concepts.
• Ability to learn, interpret, and apply a wide variety of policies and procedures and impacting the applicable program, organizational unit, and/or administrative specialty.
• Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
• Ability to organize and plan work and projects including handling multiple priorities.
• Ability to make independent decisions and exercise sound judgment.
• Ability to compile, write, and present reports related to program or administrative specialty.
• Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.

A background check (which may include: checks of employment records, education records, criminal records, civil records, motor vehicle records, professional licenses, and sex offender registries, as position requires). Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.

Preferred Qualifications

• Five years administrative, grant coordination, and accounting experience.
• Strong knowledge of generally accepted accounting principles.
• High proficiency in cost tracking across multiple grants.
• High proficiency in working with grant administrators within SFSU, with grant staff at grantor organizations, and with University procurement procedures.
• Experience with performing a variety of administrative, fiscal and analytical duties of limited to moderate complexity and/or day-to-day administration of a program within an organizational unit. Work activities relate primarily to operations and procedures.
• Ability to coordinate projects within and across organizational units. Ability to handle multiple work priorities and accountability for own work results.
• Ability to use independent judgment to make decisions, interpret, and apply a wide range of policies and procedures related to the program area and/or administrative specialties; ability to follow standard procedures and practices.
• Independent problem solving including use of precedents to solve a wide range of administrative problems related to day-to-day work unit and program operations
• Ability to effectively interpret, organize, and present information and ideas verbally and in writing
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
• Ability to maintain and improve the systems necessary for efficient tracking of all fiscal and accounting information for the Reserve.
• Ability to review and evaluate reports received from the University and work with appropriate staff to resolve accounting problems and issues in a timely manner.
• Ability to develop creative solutions and adapt current operating procedures to accommodate new conditions; respond quickly and effectively to needs of the Manager and staff while ensuring compliance at all levels.

Environmental/Physical/Special

Most possess a valid California Driver’s License.

Ability to move 30 pounds of boxes

Pre-Employment Requirements

This position requires the successful completion of a background check.

Eligibility to Work

Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.

Benefits

Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.

We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employee.

CSUEU Position (For CSUEU Positions Only)

Eligible and qualified on-campus applicants, currently in bargaining units 2, 5, 7, and 9 are given hiring preference.

Additional Information

SF STATE IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS).

Thank you for your interest in employment with California State University (CSU). CSU is a state entity whose business operations reside within the State of California. Because of this, CSU prohibits hiring employees to perform CSU-related work outside of California with very limited exception. While this position may be eligible for occasional telework, all work is expected to be performed in the state of California, and this position is assigned to on-campus operations.

CSU strongly encourages faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process are encouraged to comply with this requirement. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to hr@campus.edu.

The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.

Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time.

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