Administrative Support Coordinator
University Enterprises, Inc. at Sacramento State is seeking an Administrative Support Coordinator for the Sponsored Programs Administration. As Sacramento State’s non-profit business auxiliary, University Enterprises, Inc. (UEI) creates and manages programs and services that enhance the University’s educational mission. SPA has two teams, Post-Award Administration and the California Intern Network (CAIN).
The California Intern Network is a full-service program within UEI that provides more than 1,500 college students the opportunity to work in their field of study while in school and apply what they’ve learned in a real-world work environment. The CAIN team provides services such as account administration, expenditure processing, budget management, compliance and audit oversight. The team works closely with HR and Payroll staff and serves as a liaison to clients helping them determine and fill their workforce needs with students. Clients are from state agencies, non-profit organizations, and private businesses throughout California.
The Post-Award Administration team supports the research and sponsored activity efforts of University faculty and staff through the administration of grants and contracts funded by the federal and state government as well as private foundations and other organizations. The Post-Award Administration team provides services such as account management, expenditure processing, budget management, compliance and audit oversight, and serves as a liaison with funding agencies and various university and UEI offices.
UEI offers an excellent benefits package which includes:
- Participation in CalPERS Retirement Program
- Paid Vacation Time – starting at 6.66 hours accrued/month
- Paid Sick Time – 8 hours accrued/month
Paid Holidays – 13 paid holidays per year including paid time off the week between Christmas Day and New Year’s Day as the CSUS campus is closed
- Excellent medical benefits – 100% employer-paid medical & dental for employee-only coverage and low cost for family coverage
This position is open until filled.
Pay Rate: $3,127 - $4,690 per month
Sacramento State requires all campus employees, including auxiliary employees, to be fully vaccinated, including a booster, against COVID-19 unless they have a qualifying exemption.
This position provides administrative, clerical, and front desk support for the department and its divisions in addition to executive assistant support for the Director and Associate Director. The Administrative Support Coordinator (ASC) will hire, supervise, and mentor student assistants for the office. The ASC works with significant independence performing a variety of complex and confidential administrative tasks requiring a high level of initiative, judgment, and discretion. The position reports directly to and receives general supervision from the Associate Director, SPA. The position supervises Student Assistants.
Duties & Responsibilities:
- Manages all front office functions, handled primarily by students, including a multi-line telephone; preparing, scanning, and uploading documents; overseeing the conference room calendar; internal and external mail sorting and distribution; monitoring a general email account receiving visitors and directing calls.
- Recruits, supervises, trains, mentors, directs, and coordinates schedules for student assistants.
Maintains general office and front desk procedures; trains new department employees on equipment and office procedures.
- Develops and updates forms and other documents; assists with the creation and maintenance of marketing materials including newsletters, brochures, and multiple websites; assists with ensuring all business, marketing, and promotional materials are up-to-date.
- Handles ongoing operational needs for the department including, but not limited to: ordering and maintaining office supplies; preparing expenditure forms for approval; communicating building and equipment maintenance/repair needs to the appropriate department; and making arrangements for off-campus visitors (e.g., requests for parking permits).
- Interacts with variety of campus and community constituents in a professional manner maintaining confidentiality of information. Works with students, faculty, and staff to assist them or to resolve problems; serves as a primary contact and/or resource to outside parties, such as vendors.
- Responds to requests for information and answers questions related to the department from internal and external customers; determines the nature of a call or visitor and whether to handle personally or refer to others.
- Establishes and maintains office files and record-keeping systems including confidential information and data; assists with record retention.
- Schedules and arranges workshops, webinars, staff meetings and staff activities, and other events that are held in-person or virtually; reminds staff of scheduled events and reschedules as necessary to accommodate unexpected changes in priorities or work schedules.
- Assists the Director and Associate Director in a confidential capacity by providing administrative support including managing their schedules and calendar of activities; arranges meetings, coordinates dates/times with participants; arranges for refreshments as appropriate.
- Prepares travel requests and coordinates travel arrangements for management and staff. Completes event/training registration and prepares and submits travel claims.
- Maintains, gathers, and analyzes data and information for various purposes.
- Provides administrative assistance with post-award tasks such as preparing basic accounting journal entries and completing forms; accessing and updating general ledger account information; responsible for the process of obtaining and maintaining annual signature authorization forms for college deans and department chairs.
- Performs clerical duties such as, typing and preparing documents, correspondence, and reports; taking, transcribing, and typing minutes; maintaining files and databases; and photocopying and distributing materials as needed.
- Makes off-campus deliveries and picks up items from off-campus locations as needed.
- Performs other general office support and job-related duties as assigned.
- Demonstrated professional experience in an administrative support position including experience performing clerical functions such as word processing, filing, copying, answering phones, and typing.
- Excellent written and oral communication skills, including excellent command of English language including grammar, spelling, and punctuation, and the ability to compose correspondence. Demonstrated ability to clearly answer routine questions and/or refer callers/visitors to appropriate departments.
- Demonstrated experience with standard business computer software including word processing, spreadsheets, email, and databases such as the programs in the Microsoft Office Suite.
- Experience supervising or leading one or more people; ability to work in a team structure in a busy environment.
- Ability to effectively handle a broad range of interpersonal internal and external contacts, in a professional, courteous, and effective manner, including those at a higher level and those sensitive in nature.
- Self-directed with the ability to plan, organize, coordinate, and perform work independently, function effectively in a detail-oriented capacity, and respond effectively and with flexibility to changes in priorities and deadlines.
- Ability to maintain strict confidentiality of sensitive materials and to use discretion in handling and maintaining confidential information such as human resource or payroll materials and other sensitive information.
- Ability to perform basic business math; knowledge of basic accounting functions.
Ability to independently handle multiple projects; ability to set priorities and delegate tasks among numerous activities and meet external and internal deadlines.
- Ability to learn new office support technology systems, software, and processes independently and quickly.
- Ability to demonstrate resourcefulness in resolving problems.
- Must be legally eligible to drive in California, complete and pass an online training course, maintain a good driving record, and be acceptable for vehicle insurance coverage under the University Enterprises insurance plan. Must continue to meet the established driving standards, driving record will be monitored with the California Department of Motor Vehicles to ensure compliance.
- Must be fingerprinted and pass a background check. Must continue to meet the established standards.
- Experience working in a higher education or research environment.
- Demonstrated experience with Central Square/OneSolution software (formerly SunGard/Bi-Tech) or other grants management software.