Job Details

Administrative Support Assistant II

Position Number: 6121690
Location: San Diego, CA
Position Type: Other Administrative Positions

Administrative Support Assistant II

Req No: 2025-18682
Category: Research/Project
Type: Full-Time Contract
Salary: $22.00 per hour
Close Date:

Overview

This position is open until filled with an initial application review to take place after April 17, 2025.
The compensation for this position is $22.00 per hour, 40 hours per week and is non-negotiable.

Cal Title IVE is a project in the SDSU School of Social Work to increase workforce in the public child welfare. This position provides administrative support to the Field Education Faculty & the School of Social Work.

Responsibilities
General Administrative Support 40%

Providing daily general administrative support to the Field program/team.
Support partnering Agencies, Field Instructors/Task Supervisors & Students with day to day needs.
Maintain Field website content to assure ALL contacts, roles and Field Information is accurate and up-to-date.
Assist Director & Field Faculty with IPT software/app issues by troubleshooting or escalating to Alcea specialist.
Update and maintain office supply inventory; anticipate needs based on upcoming events and Faculty needs.
Assist Faculty with printing, scanning, uploading, and mailing programming materials as needed.
Ensure proper handling and storage of Training material: CEU certificates: sign in sheets; Alerts Field Instructors/Task supervisor of upcoming training and registration; Vetting CEU's for each training; Prepares and provides CEU's to qualifying participants after completion of training
Monitor personal and Social Work Field inbox, office phone, forwarding inquiries to appropriate team members, and ensuring timely responses.
Provide training and assign daily task to Student Assistant.
Assure Field bulletin boards are kept updated

Processes and maintains program records, files and documentation; copies, faxes and scans documents; performs data entry and generates reports; maintains inventory control of forms and supplies.

Programs and Events 30%

Contracts (Service Learning Agreements-SLA-MOU's & Affiliation Agreements) work closely with SDSU Contracts and Procurement on ALL aspects of contracts.

Assure ALL existing contracts are up to Date
Process Renewals of expired contracts
Process ALL NEW contracts to onboard NEW partnering Agencies

Complio (Student Internship Onboarding Database)

Onboard Hospital student internships via Complio database insuring ALL information entered is accurate.
Constant follow-up with Complio, Agencies and Students with onboard progress until fully on boarded.
Student Guidance: Aids in supporting students with the onboarding process and providing them with Complio and Internship agency contacts for support

Chrome River (Reimbursements/Payments to Faculty, Staff, Students, Vendors)

Entering and follow up of ALL Reimbursements, Stipends & Payments into database and assure prompt payouts to ALL.

Intern Placement Tracking (IPT)

Data Entry, Tracking & Updates of ALL Agencies, Field Instructors/Task Supervisors, Students, Invoicing, forms/documents

Adobe Sign

Promptly sends out ALL electronic applications/forms to NEW Agencies/ Field Instructor/Task supervisors via Adobe sign and assures ALL applications are completed correctly and in a timely manner

Event Planning/Coordinating 10%

Coordinate Venues, Catering, Parking, Flyers, Registration, Recognitions, Purchasing, Sign in Sheets, Awards, gifts, Misc.
Coordinate Space/Venues for group meetings and visitors as needed on and off SDSU campus

Track Field Budget to assure enough funds are within the budget before PO's are submitted for upcoming events. Track PO's to assure they have been approved prior to the event taking place.
Proficient in maintaining cost information and records

Data and Financial Analysis 5%

Assists the Program Director in tracking the Field budget and request funds added when budget is running low; helps manage program budget revenues and expenses and supports the resolution of discrepancies in financial reports as they arise. Maintain cost information and records

Reports (IPT, Stipends, Reaccreditation process and reports, Field budget, other special projects)

Customer Support/Communication 5%

Provide professional communication to ALL SDSU Director's, Faculty, Staff & Students

Provide exceptional support to Field Education partnering Agencies and Field Instructor/Task supervisors providing them with their day to day needs. Coordinate with NEW Agencies and Field Instructor/Task supervisors regarding onboarding information once they have been vetted as a NEW Agency site or Field Instructor/Task supervisors

Promptly sends out ALL electronic applications/forms to NEW Agencies/ Field Instructor/Task supervisors via Adobe sign and assures ALL applications are completed correctly and in a timely manner

Processes and maintains program records, files and documentation; copies, faxes and scans documents; performs data entry and generates reports; maintains inventory control of forms and supplies.

Other Duties and Responsibilities as assigned 10%

Qualifications
Minimum Required Education and Experience:

High school diploma or GED.
Previous experience in an office or administrative environment.

Preferred Qualifications:

Associates degree
2-3 years of experience in an office or administrative environment
Background in social services or education
Experience working at a university
Proficiency in Gmail
Experience with FileMaker Pro
Event planning experience
Knowledge of SDSU Research Foundation policies and procedures

ADDITIONAL APPLICANT INFORMATION

Candidate must reside in California and live within a commutable distance from SDSU at time of hire.

Job offer is contingent upon satisfactory clearance based on background check results (including a criminal record check).

San Diego State University Research Foundation is an equal opportunity employer. Consistent with California law and federal civil rights laws, SDSU Research Foundation provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin or any other categories protected by federal or state law.

Employment decisions are based on an individual's qualifications as they relate to the job under consideration. Our commitment to equal opportunity means ensuring that every employee has equal access to resources and support.

SDSU Research Foundation complies with Titles VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California's Proposition 209 (Art. I, Section 31 of the California Constitution), and other applicable state and federal anti-discrimination laws including grant or contract terms and conditions related to funded program activities. Further the SDSU Research Foundation maintains a Nondiscrimination Policy that prohibits discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of unlawful discrimination, harassment, and retaliation in all programs, policies, and practices.

SDSU Research Foundation makes all employment decisions including, but not limited to, applicant screening, hiring, promotion, demotion, compensation, benefits, disciplinary actions, and terminations on the basis of merit.

To apply, visit https://careers-sdsurf.icims.com/jobs/18682/administrative-support-assistant-ii/job?in_iframe=1