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University Enterprises, Inc.

6000 J Street
SACRAMENTO , CA
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Administrative Support Coordinator

University Enterprises, Inc.
SACRAMENTO, CA Full time
Posted on January 7, 2018
$3,118 - $4,365 per month + excellent benefits
University Enterprises, Inc. at Sac State is seeking an Administrative Support Coordinator for Sponsored Programs Administration. 

 

View job details & apply online at www.ueijobs.com  by 1/19/18.

Position Information

 

Job Title Administrative Support Coordinator
Worksite City Sacramento, California
Advertised Salary Range $3,118 - $4,365
Temporary No
Length of Appointment N/A
Hours per week Regular (full-time) Employee – 40 hours per week (Benefited)
FLSA Non-Exempt
Broad Scope and Function

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.

Reporting Relationship

The position reports directly to and receives general supervision from the Associate Director, SPA. The position supervises Student Assistants.

Conditions of Employment

This is a full-time, non-exempt (eligible for overtime pay), benefited position that is covered under the California Public Employees’ Retirement System. Continued employment in this position is dependent upon the mutual consent of University Enterprises and the employee, and either University Enterprises or the employee can, at any time, terminate the employment relationship at will, with or without cause.

Work Schedule

Monday – Friday 8:00 am – 5:00 pm

Minimum Qualifications

1. Demonstrated professional experience in an administrative support position including experience performing clerical functions such as word processing, filing, copying, answering phones, and typing.

2. 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.

3. Demonstrated experience with standard business computer software including word processing, spreadsheets, email, and databases such as the programs in the Microsoft Office Suite.

4. Experience supervising or leading one or more people; ability to work in a team structure in a busy environment.

5. 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.

6. 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.

7. 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.

8. Ability to perform basic business math; knowledge of basic accounting functions.

9. Ability to independently handle multiple projects; ability to set priorities and delegate tasks among numerous activities and meet external and internal deadlines.

10. Ability to learn new office support technology systems, software, and processes independently and quickly.

11. Ability to demonstrate resourcefulness in resolving problems.

12. Must pass a background check, which may include fingerprinting. Must continue to meet the established standards.

13. Must be legally eligible to drive in California and be acceptable for vehicle insurance coverage under the University Enterprises insurance plan. Must continue to meet the established driving standards.

Preferred Qualifications

1. Demonstrated experience with Superion ONESolution software (formerly SunGard/Bi-Tech) or other fund-based accounting software.

2. High degree of motivation; flexibility to develop along with the needs of the office.

Physical Requirements

Sits for extended periods; frequently stands and walks; manual dexterity and hand-eye coordination; correctable hearing and vision to normal range; verbal communication; use of office equipment including computers, telephones, calculators, copiers, printers, scanners, and fax machines.

Working Conditions

Work is performed in an office environment; continuous contact with staff, the campus community, and representatives of funding agencies.

Project Description

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. The Sponsored Programs Administration (SPA) office has two teams, Post-Award Administration and the California Intern Network (CAIN) that administer more than $50 million in total awards working with a wide variety of people both on- and off-campus.

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. As a member of the CAIN team you provide full account administration for clients helping them determine and fill their workforce development 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.

Job Duties

 

Job Duty

1. 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.

Job Duty

2. Recruits, supervises, trains, mentors, directs, and coordinates schedules for student assistants.

Job Duty

3. Maintains general office and front desk procedures; trains new department employees on equipment and office procedures.

Job Duty

4. 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.

Job Duty

5. 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).

Job Duty

6. 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.

Job Duty

7. 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.

Job Duty

8. Establishes and maintains office files and record keeping systems including confidential information and data; assists with record retention.

Job Duty

9. Schedules and arranges workshops, webinars, staff meetings and staff activities, and other events; reminds staff of scheduled events and reschedules as necessary to accommodate unexpected changes in priorities or work schedules.

Job Duty

10. 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.

Job Duty

11. Prepares travel requests and coordinates travel arrangements for management and staff. Completes event/training registration and prepares and submits travel claims.

Job Duty

12. Maintains, gathers, and analyzes data and information for various purposes.

Job Duty

13. 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.

Job Duty

14. 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.

Job Duty

15. Makes off campus deliveries and picks up items from off campus locations as needed.

Job Duty

16. Performs other general office support and job-related duties as assigned.

Posting Detail Information

 

Posting Number B026F17
Number of Vacancies  
Position End Date (if temporary)  
Open Date 01/05/2018
Close Date 01/19/2018
Open Until Filled No
Special Instructions Summary

If you do not include both a cover letter and resume with your application, your application materials will not be considered. Please include your employment history in the “Employment Experience” section of your application in addition to submitting your resume and cover letter.