Job no: 525747
Work type: Staff
Location: San Diego
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)

Position Summary

Under the supervision of the Administrative Analyst and the Associate Dean of Graduate Affairs, the Administrative Support Coordinator (ASC) will be responsible for supporting post- baccalaureate student success in the areas of scholarship and fellowship marketing, awarding, and post-award support. The portfolio of scholarships and fellowships associated with this position represent the most valuable (in terms of award amount), selective, and time-intensive to review and manage. This includes SDSU awards that require nomination by faculty (University Graduate Fellowship, Presidential Graduate Research Fellowship, Master's Research Scholarship), SDSU awards that students apply for directly (Graduate Equity Fellowship, two Graduate Student Travel Funds), and CSU Chancellor’s Office awards promoted and managed by Graduate Studies staff (CSU Chancellor's Doctoral Incentive Program, Sally Casanova Pre- Doctoral Scholarship). Consequently, the ASC will work directly with graduate students, faculty, and staff from across the university.

The ASC is expected to maintain basic support for each fund in their portfolio through the entire annual cycle: advertisement, applicant support, application organization, support of review committees, notifying applicants of decisions, soliciting budget information (where applicable), and required end-of-cycle administrative tasks. Summary reports will be generated for each fund annually.

The ASC will also provide basic administrative support for special programs exclusive to awardees. These may include special events, recurring seminars, online informational materials, and targeted co-curricular services. The ASC will also be providing support to the Doctoral Specialist for approximately 15% of their time.

The ASC may occasionally be required to perform general support duties for other Graduate Studies staff, such as verifying student records, reviewing student forms, office clerical support, and serving as a front desk lead.

This is a full-time (1.0 time-base), benefits eligible, permanent/probationary position. This position is designated non-exempt under FLSA and is eligible for overtime compensation. Standard SDSU work hours are Monday – Friday, 8:00 a.m. to 4:30 p.m., but may vary based on operational needs.

The individual hired into this role will work on campus at SDSU in San Diego.

Department Summary

The College of Graduate Studies provides leadership, advocacy, financial support, and coordination for all graduate and post-baccalaureate education at San Diego State University, including the university’s 75 Master’s, 3 MFA and 23 doctoral programs. The organization consists of approximately 10 full time personnel, led by the Dean. Core office functions include degree evaluation and conferral, student services, implementation of policy of Graduate Council, CSU, and California Ed. Code Title V, and administration of graduate student funding.

For more information regarding the College of Graduate Studies department, click here.

Education and Experience

Entry to this classification requires a fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Some positions may require a knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite.

These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.

Key Qualifications

• Proficiency in Microsoft Office Suite, including Word and Excel.
• Proficiency in Google Docs and Google Sheet.
• Ability to track and manage multiple overlapping projects, at different stages of completion.
• A minimum of a Bachelor’s degree in Student Affairs, Psychology, Public Administration, Sociology, Education, or a related field; or the equivalent of 3 years of progressively responsible office clerical experience under supervision is preferred.
• Experience working in a university environment is preferred.

Compensation and Benefits

Starting salary upon appointment is not expected to exceed $4,200 per month.

Salary placement is determined by the education, experience, and qualifications the candidate brings to the position, internal equity, and the hiring department’s fiscal resources.

San Diego State University offers a rich benefits package that constitutes a major portion of total compensation. For more information regarding SDSU benefits, please click here.

CSU Classification Salary Range: $3,681 - $6,034 per month.

Diversity and Community at SDSU

At SDSU, our diversity gives us power and benefits every single member of our community.

Through our commitment to equity and inclusion, we encourage all members of our community to purposefully learn from one another through open and respectful dialogue and responsible engagement. For more information, click here.

Principles of Community

At San Diego State University, we are a community of diverse individuals who have and represent many perspectives, beliefs, and identities. This diversity lends our community strength, and we commit to creating and sustaining an inclusive and intellectually vibrant environment that benefits all members of our university.

SDSU’s Principles of Community is an aspirational statement that is intended to evolve over time. The statement reflects the ideals we are encouraged to uphold in our interactions with one another.

Supplemental Information

Initial review of the required application materials, including cover letters and resumes, will begin on April 4, 2023. To receive full consideration, apply by April 3, 2023. The position will remain open until filled.

CSU Vaccine Policy: The California State University has established a policy requiring faculty, staff, and students accessing campus facilities to be immunized against SARS-CoV-2, the virus that causes COVID-19. To access the SDSU campus, you must be fully up to date with your COVID-19 vaccinations, including a booster if you are eligible for one, or request a medical, religious, or off campus exemption, as applicable.

The person holding this position is 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.

San Diego State University is not a sponsoring agency for staff or management positions (e.g., H-1B visa). Applicants must currently be authorized to work in the United States on a full-time basis. Offers of employment are contingent upon the presentation of documents that demonstrate a person's identity and authorization to work in the United States, which are consistent with the provisions of the Immigration Reform and Control Act.

A background check (including a criminal records check) must be completed satisfactorily and is required for employment. SDSU will make a conditional offer of employment, 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 SDSU employee who was conditionally offered the position.

SDSU is a smoke-free campus. For more information, please click here.

SDSU is an Equal Opportunity Employer that considers all qualified candidates for employment and does not discriminate 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 military and veteran status, or any other protected characteristic or status. Reasonable accommodations will be provided for qualified applicants with disabilities who request an accommodation by contacting Tina Deesen at tdeesen@sdsu.edu.

Advertised: Mar 21, 2023 (9:00 AM) Pacific Daylight Time
Applications close: Open until filled