Project and Communications Coordinator

Job description

Job Title: Project and Communications Coordinator
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 25393
Job Code: 1038 Administrative Analyst/Specialist -12 Month
Department: Office of Research
CompensationClassification: Administrative Analyst/Specialist - Exempt I
Anticipated Hiring Range: $5,500/month - $6,000/month
Salary Range: $3,897/month - $7,051/month
FLSA Status: Exempt

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please visit sjsu.edu/up.
About the PositionThe Project and Communications Coordinator provides support to the Director of Research Development (DRD) and the Research Development unit; and on occasion, to the Associate Vice President (AVP) of Research. The Coordinator applies a high degree of judgment, discretion, and initiative in planning and administering projects and events for the Research Development unit. The Coordinator also implements the communication strategy for the Research Development Unit and as needed for the Office of Research and the Division of Research and Innovation. The Coordinator facilitates special projects and assignments, researches, and prepares correspondence for the DRD to University officers and constituents (or on their behalf), and ensures the accuracy and timely submittal of those projects. The Coordinator conducts research, analyzes data, handles information requests, and prepares statistical reports.

Responsibilities include but are not limited to the following:
- Organizes meetings, conference calls, projects, activities, and inquiries for the DRD and the Research Development unit and the University Grants Academy (UGA)
- Maintains complex appointment calendars
- Develops and maintains close working relationships and is the point-person for communication with the staff of the Office of the President, Vice President of Research and Innovation, University Personnel and Academic Affairs Division (Provost, Colleges, and other AAD units), Research Foundation, and Corporate Foundation Relations and Tower Foundation
- Keeps abreast of new policies and procedures within those offices and responds to requests for assistance as an internal and external resource on policy and procedural matters
- Composes correspondence; develops presentations; prepares meeting summaries, departmental reports, and fliers; disseminates information and action items
- Main contact for ordering supplies and maintaining work environment, answering visitor walk in questions, and managing email and phone communications
- Maintains office files, records, and various electronic databases
- Processes all key and omni code requests
- Manages and maintains the Research & Innovation Division website with a focus on portions that relate to the Research Development unit and the Office of Research.
- Serves as backup to the liaison for Info Ready software for RSCA (Research, Scholarship & Creative Activity) internal grant proposal management
- Serves as backup to the various Office of Research compliance Analysts for intake of submissions, requests, and/or applications
- Collaborates with a broad campus network of faculty, offices and departments to plan their involvement in Research Development and the Office of Research programs/initiatives
- Analyzes, develops & implements administrative systems to support Research Development programs and initiatives including the University Grants Academy (UGA)
- Provides analytical support for Organized Research and Training Unit (ORTU) proposals and reports as needed for the DRD, in the creation of ORTU proposals for internal campus approval process and for the AVP for annual and five-year reporting to the campus and CSU Chancellor¿s office
- Arranges travel for RDR and RD unit, including manages go-card and pro-card purchases and stays within assigned budgets for travel.
- Stays within assigned budgets for events and travel, responsible for timely reconciliation of go-card and pro-card in SJSU Financial System.
- Manages and executes projects for the DRD, the Research Development unit and occasionally the AVP of Research, coordinating with other campus offices and units, including Research Foundation, Tower Foundation, Strategic Communications, the Provost Office, and the Center for Faculty Development (CFD). These projects may include but are not limited to the UGA, annual CSU and SJSU Student Research Competitions, Annual Research Celebration, University Scholars speaker series and any presentations by the DRD and RD unit.
- Able to respond to, carry-out, and manage unplanned projects on short notice.
- Leads and coordinates all the functions related to Research Development unit and UGA internal and external events
- Works with departments to coordinate booking event space, arranging food and beverage, ordering supplies, coordinating audiovisual equipment, ordering event signs, ensuring appropriate décor, etc.
- Works within budgetary restrictions
- Serves as liaison with vendors on event-related matters
- Closes out events as required including participant lists and any receipts for payments
Required Qualifications- A bachelor's degree and/or equivalent training
- Two years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs
Preferred Qualifications- Communications and/or marketing-related certificate
- Project Management certificate
- Five years of related office work experience
- Event and project organization experience
- Experience maintaining website content and using various software in an administrative and project management capacity
- Experience using spreadsheets as an organizational tool
- Experience with purchasing and reimbursement processes
Knowledge, Skills & Abilities- Advanced skills in Microsoft Office suite software (Word, Excel, and PowerPoint, Visio, Project, Google Apps), web content management systems (WCMS), Info Ready and task management software like Monday.com
- Understanding of general website architectures, and the ability to change and maintain the Division¿s website
- Ability to interact verbally and in written communications with University leadership, faculty, staff, and external constituents with the utmost decorum and tact; and handle confidential and sensitive issues
- Excellent oral and written communication skills
- Extensive and in-depth knowledge of and the ability to apply expertise in the advanced theories, principles, methods, practices, and techniques applicable to the program and/or administrative specialty, including applicable internal policies and procedures
- Excellent customer service and public relations skills especially relating to email and phone correspondence
- Knowledge of, and skills in, standard office procedures and practices, English grammar, business writing, punctuation and spelling Working knowledge of operational and fiscal analysis and techniques
- Expertise in investigating & analyzing problems with a broad administrative impact & implications Ability to anticipate problems and address them proactively
- Excellent customer service and public relation skill
- Ability to act as a liaison for staff and management team to identify, develop and nurture staff/management relationships Knowledge and understanding of current project methodologies, practices, standards and processes and tools
- Ability to be a team player
- Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable administrative responsibilities.
- Collaboration, consultative, and team building skills to work effectively with all levels of the organization
- Skilled in the research, development, and evaluation of policies and programs
- Ability to prioritize, organize and balance a heavy workload with a high level of productivity, proficiency, and precision
- Ability to make independent decisions, exercise sound judgment, and know when to check in and obtain guidance from the DRD
- Knowledge of applicable University policies and procedures; ability to appropriately interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist
Application ProceduresComplete the SJSU Online Employment Application and attach the following documents:
-Resume
-Letter of Interest
-List of References

All applicants must apply within the specified application period: April 27, 2020 through May 17, 2020. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.
Additional InformationSatisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.

The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.

SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)

All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
Equal Employment StatementSan José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus).

Reasonable accommodations will be provided for applicants with disabilities who self-disclose.
Contact InformationUniversity Personnel
[email protected]
408-924-2166

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Job No:
Posted: 4/28/2020
Application Due: 7/9/2020
Work Type:
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