Administrative Support Coordinator II

Job description

Job Title: Administrative Support Coordinator II
Job ID: 13656
Full/ Part Time: Full-Time
Job Code: 1035
Department: Jordan College of Agricultural Sciences and Technology - Institute for Food and Agri

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Salary Range: $3,115 - $5,475 per month (anticipated hiring salary range: $3,115 - $3,500 per month)

Note: This is a full-time (40 hours per week), probationary, non-exempt position

Organizational Description:

The Jordan College of Agricultural Sciences and Technology offers high quality undergraduate, graduate and continuing education programs in the major areas of agricultural business; animal sciences and agricultural education; child, family and consumer sciences; food science and nutrition; industrial technology; and viticulture and enology. Faculty and students conduct applied research and public service in selected areas of agriculture, food sciences, industrial technology, and family sciences. Programs combine a science, technology and management focus with experiential learning. The College seeks to enhance the ability of students to be successful in their chosen careers and to make positive contributions to the quality of life in their communities.

The Jordan College also supports an array of vibrant research endeavors led by both veteran and newly-appointed faculty and staff research scientists. A major campus-based program operates under the California Agricultural Technology Institute (CATI). The institute is dedicated to improving the economic efficiency, productivity and profitability of California agriculture and its allied industries. The Institute includes three centers:

The Institute for Food and Agriculture- plays a vital research role in helping California's agribusiness industry embrace the opportunities and meet the challenges posed by increasingly competitive global trade.The research center conducts research and training in food and fiber systems as well as market and policy analysis. Its partnerships with industry and the Jordan College's nationally-recognized water, viticulture and enology research centers and academic departments offer a unique combination of expertise, services, outreach and resources. A key component of its reorganization from the formerly-known Institute for Food and Agriculture is its industry advisory board of state agricultural leaders that help define important issues, collaborative research opportunities and industry support and partnership ideas.

The Center for Irrigation Technology- an independent research and testing facility assisting designers, manufacturers and users of irrigation equipment in making the technological advances needed to keep pace with a growing, changing world.

Department of Viticulture and Enology- serves the grape and wine industry by developing and applying new and emerging technologies in viticulture, enology and their related disciplines.

The Jordan College is currently recruiting for the Administrative Support Coordinator for the Institute for Food and Agriculture (IFA).


Under general direction of the Director of the research center, this position supports the Director in the day-to-day administration of the office and research program. This position will perform a variety of administrative and clerical duties and is also responsible for the financial reporting and reconciliation of accounts under the research center and Director. Additionally, responsibilities include overseeing the day-to-day administrative operations of the center and providing required leadership for the research faculty, staff, students, and coordination of event logistics.

Position Summary:

  • Provide administrative and analytical support to the Director of the research center as well as Principal Investigators
  • Maintain Director's calendar and use discretion in prioritizing appointments
  • Provide support to Director in accomplishing overall center goals and objectives
  • Determine and coordinate preparation of background materials needed for meetings, reports and activities, draft correspondence as requested
  • Support the Director with special projects such as annual reports, center annual policies/procedures/project meetings, workshops, events and workflow process improvements
  • Coordinate all travel arrangements for Director and research faculty, staff and guest speakers, as necessary
  • Develop and maintain a budget reporting system to track multiple State and Foundation accounts, industry funded endowments, trust accounts, research assistantships, and student assistants
  • Develop and maintain a detailed in-house tracking system for center research proposals and projects including but not limited to proposals, progress and final reports, financial matches, purchases, and budgets
  • Provide financial reporting and tracking of multiple research center project/research accounts, research center administrative accounts, trust accounts, research grant and contract accounts, industry endowment funds and agreements and numerous industry-funded student research assistantships and agreements
  • Provide support to the Director and Principal Investigators in post-award administration of the center's grants/contracts to ensure budget/financial and reporting compliance with funding guidelines
  • Oversee day to day program/organizational unit operations of staff and students
  • Accurately prepare all State and Foundation financial and/or accounting documents such as purchase requisitions, direct pays, payment authorizations, service agreements, travel applications, claims, payroll documents, deposits, project information forms, GRT's and gift-in-kind forms, etc. for research center related activities
  • Manage the hiring, payroll processes and termination process for center student assistants, research assistants, etc.
  • Provide documentation as necessary for time and effort reporting and/or annual audit support as needed
  • Serve as the center point of contact for all administrative and financial transactions of the center with the Jordan College Office of the Dean, and the State and Foundation administrative and accounting offices

    Knowledge, Skills and Abilities:

  • Comprehensive and detailed knowledge of the university infrastructure (i.e. stateside and Foundation), policies, and procedures, particularly as they relate to fiscal management
  • Thorough mastery of English grammar, punctuation, and spelling
  • Expertise in using office software packages, technology, and systems (e.g. full Microsoft Office Suite, email, calendar, Google suite, Peoplesoft, etc.)
  • Working knowledge of budget policies and procedures
  • Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages

    Ability to:

  • Interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist
  • Troubleshoot most office administration problems and respond to all inquiries and requests related to work area
  • Understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas
  • Analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions
  • Perform business math, analyze budgetary data, and make accurate projections requiring some inference
  • Effectively write and present own reports utilizing a combination of narrative and infographics as appropriate
  • Ability to draft and compose correspondence and standard reports
  • Effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations
  • Use negotiation and persuasion skills to achieve results and expedite projects
  • Develop a functional network of people resources throughout Jordan College, Fresno State, and Fresno State Foundation
  • Follow-through on tasks in order to meet deadlines as well as maintain good working relationships

    Education and Experience:

  • Completion of a high school program, technical/vocational program, or their equivalents
  • Four years of related office work experience

    Preferred Skills:

  • Experience in a university, academic or research institution is desirable
  • Experience working with research grants, contracts and programs such as Agricultural Research Institute (ARI), and ability to stay updated on the latest application, pre-award and post-award procedures
  • Experience to be fully functional in all technical aspects of work assignments including personnel, payroll, budget and accounting
  • Thorough knowledge of University and Fresno State Foundation accounting systems including Peoplesoft Data Warehouse, JD Edwards, and QuickBooks
  • Working knowledge to maintain, update, and post web pages and social media (e.g. Facebook, Twitter, Instagram, etc.) as well as event registration (e.g. Evenbrite, CVent, etc.)
  • Must be able to work in an up tempo environment, meet hard deadlines and keep updated on policy requirements.
  • Exceptional organization and time management skills with attention to detail and data accuracy
  • Strong leadership and customer service skills
  • Awareness of agribusiness and production agriculture industries within Fresno County and California

    Ability to:

  • Keep financial records on a large number of grants and contracts, explain financial accounting rules to faculty and staff, and respond to a broad-set of inquiries on a daily basis
  • Work with frequent interruptions while juggling multiple assignments and projects
  • Accept on-going changes (operational/personnel), adjust priorities and be responsive to short notice requests and deadlines
  • Work alone and in group settings

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    Job No:
    Posted: 1/17/2019
    Application Due: 2/1/2019
    Work Type: