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Admin Support Assistant I

Employer
San Diego State University
Location
San Diego

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support
Employment Type
Full Time
Institution Type
Four-Year Institution
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Job Details



Admin Support Assistant I

Req No: 2022-13905
Category: Administrative/Clerical
Type: Full-Time Central Staff
Salary: $20
Close Date:

Overview
This position is open until filled with an initial application review on July 1, 2022.

Housed within the Executive Office, the Office of Communications is responsible for the overall communications of SDSU Research Foundation, including communication with SDSU principal investigators (PIs), employees, the media, and other internal and external constituents.

Under the direction of the Public Affairs/Communications Specialist, the Administrative Support Assistant I provides roving clerical and administrative support to the SDSU Research Foundation organization.



Responsibilities
The ASA I is responsible for, but not limited to:



Roving Administrative Support 65%

Roving responsibilities will include support to the office of Communications, the Executive office and Finance department. Specific duties in those areas to include:

  • Filing
  • Deliveries to campus
  • Front desk coverage
  • Event assistance
  • Data entry
  • Document imaging
  • Other general office support as needed



Communications 15%

Publications
  • Clean data for publications and communications reports – capitalize titles, spell out acronyms, arrange first/last name for PIs
  • Organize project photos for award publications by college/PI name
  • Update project photo tracking sheets as emails come in
  • Maintain photo library of PI photos – download and upload to the communications drive


Workshops/PI Lectures/Events
  • Manage RSVPs/calendar invitations for each event
  • Assist PA/CS in creating individual and series flyers
  • Update attendance tracking sheet for communications stats
  • Take virtual and in-person photos for events. Maintain photo libraries.


Social Media
  • Assist PA/CS with daily updating of social media accounts– Facebook, Twitter, and Instagram.


Other Communications Tasks
  • Organize SharePoint/Google Drive files/photos (ongoing)
  • Upload documents (e.g., Grants of the Week, Monthly Awards, photos, other important documents)
  • Maintain mailing lists: NIH/NSF proposers and awardees (monthly), SDSU Administrative Listing and new faculty – (fall/spring semesters)


Executive Office 10%
  • Clean up files and discard (look up in NolijWeb. If the file is scanned, discards files)
  • Clean up storage closet and discard old supplies, letterhead, etc.
  • When in-person, help with setting up board meetings and other events
  • Deliveries to campus
  • Scanning as needed
  • Schedule boardroom and assists with set up of A/V
  • Ensure office is fully stocked with office/kitchen supplies
  • Help decorate for each holiday
  • Assist with annual holiday outreach project
  • Assist with events as needed


Finance 5%
  • Daily retrieval of mail from the finance inbox
  • Opening/distributing other mail to personal finance inboxes
  • Logging checks received into a spreadsheet
  • Creating/uploading a PDF backup of the daily spreadsheet into SharePoint
  • Delivering the checks directly to the cashier or scanning them and distributing them into the lockbox


Other Duties as Assigned 5%



Qualifications
Knowledge and Abilities
  • 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 interact effectively with co-workers, clients and project employees
  • Ability to understand and follow posted work rules and procedures
  • Ability to relate well to others within the executive office
  • Ability to display motivation and strong interpersonal skills
  • Ability to communicate effectively, both orally and in writing.
  • Ability to be organized, meet deadlines, display detail orientation, possess good judgment and common sense
  • Ability to arrive to work on time, understand and follow posted work rules and procedures
  • Ability to demonstrate a high level of cross-cultural sensitivity.


    • Minimum Education
  • High school diploma or equivalent


    • Minimum Experience
  • Previous experience in an office or administrative environment


    • Preferred Qualifications
    • Previous experience working in higher education, non-profit environment
    • Previous customer service experience.
    • Previous experience working in an executive department.
    • Previous communications experience


    ADDITIONAL APPLICANT INFORMATION:
    • The COVID-19 vaccine is required by the CSU for all SDSU Research Foundation employees as a condition of employment. Should you be offered a position, you will be required to provide proof of vaccination status. Individuals who obtain an approved medical or religious exemption on file will be required to complete regular COVID-19 testing
    • 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 Employer


    To apply, visit https://careers-sdsurf.icims.com/jobs/13905/admin-support-assistant-i/job?in_iframe=1







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    Organization

    Since it was founded in 1897, San Diego State University has grown to offer bachelor's degrees in 89 areas, master's degrees in 78 areas and doctorates in 21 areas. SDSU's approximately 32,000 students participate in an academic curriculum distinguished by direct contact with faculty and an increasing international emphasis that prepares them for a global future.

    SDSU's annual economic impact to the state of California is $6.5 billion, according to an impact report done by the California State University in 2010.

    Of SDSU's 280,000-plus alumni, approximately 60 percent live in San Diego. They comprise more than half the region's engineers, teachers, entrepreneurs and the local workforce for a host of other industries.

    Learn More About:

    Research: Since 2000, SDSU faculty and staff have attracted more than $1.7 billion in grants and contracts for research and programs ranging from cardiovascular disease to marine biology.

    Diversity: SDSU ranks No. 19 in the nation for racial diversity and among the top universities for economic diversity. SDSU was ranked No. 11 in the nation and No. 4 in California for bachelor's degrees awarded to Hispanics by Hispanic Outlook for Higher Education

    International Study: SDSU offers 350 international education programs in 50 countries. Nearly 12,000 students have studied abroad in the past 12 years.

    Community Service: SDSU is a recognized leader in innovative efforts to improve urban K-12 education. The City Heights Educational Collaborative and Compact for Success both positively impact the academic achievement of elementary, middle and high school students in the local area.

    Sustainability: Sustainability is an every-day part of the university culture at San Diego State University. Students, faculty and staff all participate in a myriad of ways, from festivals, to research to academic programs. In spring 2014, SDSU opens its first LEED Platinum Certified building — the 206,000 square-foot Aztec Student Union.

    Company info
    Telephone
    619-594-5200
    Location
    5500 Campanile Drive
     San Diego
    CA
    92182
    US
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