Administrative Support Coordinator I

Overview

• This position is open until filled with an initial application review to take place after February 10, 2025.
• This position works a hybrid schedule of two in-office days per week and the incumbent must live a commutable distance from SDSU. 
• The salary for this position is $22.29 - $24.04 per hour and is non-negotiable. 

WHO WE ARE

Established in 1943, the mission of the SDSU Research Foundation (SDSURF) is to focus on realizing the research objectives of San Diego State University, and to be the backbone for faculty and staff to find, attract, win, and administer their research and sponsored programs. SDSU is one of the top public research universities in the nation, furthering discoveries, interventions, and solutions that improve communities and change the world. The SDSURF provides the full life cycle of grants services to faculty and staff to realize these discoveries, interventions, and solutions that make a difference.

WHAT OUR DEPARTMENT DOES

The SDSURF’s Business Services department, consisting of Accounts Payable and Procurement, which participates in the university’s mission of research excellence by supporting all project and department staff for the procurement of goods and services, processing disbursements, and administers the Procurement Card (P-Card) program. Our staff oversees that all services are in accordance with Research Foundation, state, federal, and sponsoring agencies’ policies, and guidelines as well as good business practices.

YOUR ROLE IN CREATING THE UNIVERSITY’S PRESENT AND FUTURE

The Admin Support Coordinator I play a critical role in the day-to-day operations of the department which leads to the success of researchers, the Research Foundation and San Diego State University.  By providing support for the program under the guidance of the Accounts Payable and Procurement managers this will ensure the growth of the department and the services we can provide in the future.

Responsibilities

THE WORK YOU WILL DO AND MANAGE

The Admin Support Coordinator I is responsible for but not limited to:

• Obtains necessary vendor information through PaymentWorks and reviews for accuracy and completeness.
• Conducts restricted party screening for every vendor to ensure compliance with federal and state regulations.
• Responsible for ensuring the accuracy and completeness of various submitted IRS Forms and direct deposit information, and records the information into the financial system
• Assist in gathering vendor information or payment supporting documentation and store files into document imaging software
• Assist the pcard technician with auditing Chrome River expense reports as needed.
• Review Chrome River expense reports for sales tax that may need to be accrued for tangible goods.
• Assist the pcard technician as needed to request and follow up on detailed receipts, TARP approvals and hospitality justification forms.
• Assist the buyers with PaymentWorks requests and following up with vendors on completing their registration.
• Assist the buyers with requesting a Certificate of Insurance from specific vendors and maintaining the COIs in Etrieve.
• Provides great customer service to callers, visitors, and staff.
• Answers multiple phone lines, redirecting calls, taking messages, and forwarding calls.
• Responsible for maintaining department document library current.
• Performs special projects as assigned by the Accounts Payable Manager and/or Purchasing Manager

Qualifications

THE SKILLS WE NEED

• Ability to perform basic clerical support in an office environment
• Ability to provide excellent customer service and use phone etiquette while assisting participants over the phone and in person
• Ability to interact and communicate clearly and effectively in a professional manner, both orally and in writing
• Ability to understand, interpret and communicate procedures, policies, information, ideas and instructions

• Ability to relate well to others within the primary work group and Central Staff departments.

• Ability to display motivation and strong interpersonal skills
• Ability to display organization, meet deadlines, display detail orientation, possess good judgment and common sense
• Ability to demonstrate a high level of cross-cultural sensitivity
• Ability to work in a team environment
• Ability to respond to routine inquiries and explain standard policies and procedures to others
• Ability to use and quickly learn new office support technology systems and software packages
• Knowledge of departmental procedures, processes, tasks and regulations
• Knowledge of a variety of policies and procedures specific to the SDSU Research Foundation
• Knowledge of Ellucian Banner, document imaging software, SharePoint, OneDrive, MS Office and MyRF

Required Minimum Experience and Education:

• High school diploma or equivalent
• Four years of progressively responsible experience in an office or administrative environment
• Intermediate skills in Microsoft Excel, Word, and PowerPoint.

Preferred Qualifications and Special Skills:

• Associate’s degree in Accounting, Business or related field
• Previous experience using financial/vendor management software
• Previous experience with scanning and document imaging software

WHAT YOU WILL RECEIVE

• Comprehensive medical, dental, and vision plans
• Life and disability insurance plans
• Generous employer contributed 403b retirement plan. We match 200% on the first 5% of contributions, up to 10% maximum employer matching contribution.  All contributions are 100% vested.
•  Vacation and sick leave accruals
• 14 paid holidays and 1 annual personal holiday
• Hybrid in-office/telework arrangements
• Employee Assistance Program (EAP)
• Access to campus amenities, including Love Library, Aztec Lanes bowling alley, SDSU transit center, and a variety of coffee shops and eateries.
• Discounted Aztec Recreation Center gym membership and SDSU events
• Wellness workshops

HOW TO APPLY AND TIPS FOR MAKING IT THROUGH OUR HIRING PROCESS

You must apply through the SDSURF Career Page. Make sure your application is complete.  Including a resume and cover letter is recommended. Respond to supplemental questions thoroughly.

WHAT OUR HIRING PROCESS IS LIKE

We work as fast as we can to make hiring decisions. However, it may take several weeks for all the parties involved to review your application. We keep in touch each step of the way and inform you of the status of your application.

ADDITIONAL APPLICANT INFORMATION:

• The salary range for this position is $22.29 - $24.04 per hour depending upon qualifications and is non-negotiable. 
• Applicant must live in a commutable distance from SDSU.
• This position is open until filled.
• A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with SDSU Research Foundation.

• San Diego State University Research Foundation is an EEO/AA/Disability/Vets/Title IX Employer.

Salary : $22 - $24