"Administrative Coordinator (Tribal STAR)"

Administrative Coordinator (Tribal STAR)

Req No: 2026-19843

Category: Administrative/Clerical

Type: Full-Time Central Staff

Salary: $24.00-$27.00

Overview

This position is open until filled with an initial application review to take place on February 10, 2026.

The starting salary range for this position is $24.00 - 27.00 per hour depending upon qualifications and is non-negotiable.

SDSU Research Foundation

Established in 1943, the mission of the SDSU Research Foundation (SDSURF) is to support the research objectives of San Diego State University by helping faculty and staff find, obtain, and administer funding for their research and sponsored programs. SDSU achieved its strategic plan goal of becoming an R1, premier public research university in early 2025 furthering discoveries, interventions, and solutions that improve communities and change the world. SDSURF provides the full life cycle of grants services to faculty and staff to further their important work.

Our vision is to foster a culture of creativity and collaboration with integrity and respect for individuals that results in the delivery of superior service to support the university's strategic aspirations.

Our core values: Service, Collaboration, Innovation, Respect, Integrity.

FUNCTION OF THE UNIT

Academy for Professional Excellence, a project of San Diego State University School of Social Work, was established in 1996 with the goal of revolutionizing the way people work to ensure the world is a healthier place. Our services integrate culturally responsive and recovery-oriented practices into our daily work to promote healing and healthy relationships. Providing approximately 50,000 learning experiences to health and human service and justice system professionals annually, the Academy provides a variety of workforce development solutions in Southern California and beyond. With seven programs, three divisions and over 100 staff, the Academy's mission is to provide exceptional learning and development experiences for the transformation of individuals, organizations, and communities.

As a member of the Academy team you will be engaging in communal development of heart, mind, and practice. You are expected to foster culturally responsive practice behaviors to promote well-being and a culture that focuses on healing, healthy relationships and changed behaviors.

Child Welfare Development Services (CWDS) provides workforce development, organizational support, technical assistance and capacity building for the public child welfare staff of Southern California counties. These services include coaching, simulation, classroom training, eLearning and evaluation services. Workforce development services consist of development opportunities for new social workers, the existing workforce, supervisors, managers and executive level leadership as well as community partners and multi-disciplinary partners working closely with child welfare agencies.

The Tribal STAR (Successful Transitions for Adult Readiness) Program provides comprehensive, competency-based, interdisciplinary training and technical assistance that incorporates current research, best practices, and technical assistance to communities working to build collaborative partnerships to improve outcomes for tribal foster youth and their families and to achieve ICWA compliance. Tribal STAR's mission is to improve collaborative efforts that ensure tribal foster youth are connected to culture, community and resources. The Tribal STAR program initiatives target county and tribal child welfare workers, supervisors, managers and directors and other professionals providing services to or impacting Native American families. Tribal STAR is a program under the umbrella of Child Welfare Development Services.

Responsibilities

PURPOSE OF THE POSITION

Under the general direction of the Tribal STAR Community Relations Coordinator, the Administrative Coordinator provides administrative support for the Tribal STAR Program, including training operations and logistics. This includes supporting both in-person and virtual trainings by assisting trainers and participants, tracking registration & attendance, data entry, and preparing training materials. The Administrative Coordinator also supports the planning and execution of all Tribal STAR events, including marketing distribution and assisting with general administrative tasks. The program assistant also plays a crucial part in maintaining positive stakeholder relationships, ensuring cultural responsiveness, and supporting the program's growth.

SPECIFIC DUTIES

This is a 40-hour a week, hybrid position with remote flexibility, typically working M-F from 8:00 to 4:30 p.m. and is based on contract funding subject to annual renewal. The position may be subject to intermittent overnight travel and work shifts outside of normal business hours, including weekends and evenings if needed.

This position requires that you reside within California throughout the duration of your employment and live within a commutable distance from the worksite your work supports. Positions are typically assigned to either our Riverside or San Diego office for any on-site work.

Note: some duties may include working with and/or exposure to sensitive/traumatic topics or material dealing with child abuse, abuse against older adults and adults with disabilities, and/or issues and scenarios related to mental health, substance use, or racism.

The Academy is a project of the San Diego State University Research Foundation, which is grant-funded and serves as an auxiliary to the University. The Academy is based near, but not on campus, and does not have direct responsibilities for working with or teaching college students.

The Academy is currently going through a reclassification process. If this position's classification changes during this process, it would not change the role, responsibilities, or compensation of the position.

TRAINING AND EVENT COORDINATION (40%)

• Stay up to date on all information regarding pertinent processes, protocols, resources, concerns, relationships with constituents, and county organizational culture
• Consistently assess for systems improvement, and suggest upgrades to procedures
• Locate suitable venues for classroom/training events and coordinate scheduling of training/classroom events
• Complete data entry confirming classes and process material duplication requests when needed
• Manage tasks related to learning management system platform, software and database systems (such as Access Planit, CACWT, and Sum Total) to create course templates, create and manage resources, complete verification processes
• Create learner accounts in CACWT, verify roster, manager learner attendance, ensure materials are available
• Develop and distribute flyers in order to advertise classes/events
• Obtain and monitor enrollments/RSVPs from counties and tribes; correspond and communicate with necessary parties
• Work closely with the Evaluation team to create evaluation links and ensure they are in working order. Coordinate and correspond with LMS and Eval team for satisfaction survey/post-test links, deployment methods, and accurate data in the dashboard
• Maintain good working relationships with county and Tribal partners and service providers to support excellent collaboration and coordination of services
• Utilize strong written and verbal skills to support excellent communication and flow of information across the Tribal STAR and CWDS teams
• Collaborate with the Academy fiscal division and provide supportive documentation when necessary
• Troubleshoot and problem solve issues with learners, service providers, stakeholders, and Academy staff

CLASSROOM SUPPORT (30%)

• Support deliveries in a virtual or in-person environment
• In the virtual classroom, run class in the zoom platform and manage minor technical issues
• In the in-person classroom, assure environment is kept in a clean and organized manner on a daily basis
• Support service provider needs and send reminders to service providers and learners of upcoming class one week prior to the day, including location of class
• Administer evaluations, pre/post tests, and provide assistance (as needed) maintaining the integrity and security of evaluation and pre/post test data
• Evaluate classroom delivery on the following: service provider preparedness, strengths and challenges
• Set-up technology (laptops, projectors, speakers, tablets) and ensure they are functioning properly before and during the delivery
• Coordinate the purchase of snacks and refreshments for classes on- and off-site
• Manage process for catering at training and events
• Check out and distribute tablets on the morning of each class, assisting learners with issues that arise with tablets throughout the day. Checks in tablets at the end of each day (including wipe down, shutdown, and securing tablets in storage cart)
• Move audio/visual equipment and other materials (weighing up to 50 pounds) for various classrooms and event needs
• Administer embedded evaluations, pre/post tests, and provide assistance during the satisfaction survey process (as needed) maintaining the integrity and security of evaluations
• Coordinate the transportation of materials from Alvarado Office to Riverside Office (or vice versa) and/or from either office to the classroom site using personal vehicle (as needed)
• Store class materials and host items in personal residence or vehicle (as needed)
• Provides short presentations to groups of 10-40 learners on an occasional basis

OFFICE/CLERICAL SUPPORT (20%)

• Prepare rosters, create zoom links for virtual class, prepare polls and breakout rooms per facilitator instructions, distribute materials to trainees and process technology/equipment check out requests for self and Training Hosts
• Track eLearning prerequisites
• Processes check requests, prepare paperwork and maintain receipts for closing advances and reimbursements, submitting all receipts to Alvarado office, monitoring off-site expenditures and maintaining detailed records
• Order office supplies for on- and off-site classes
• Work closely with Community Relations coordinator to plan, coordinate and provide technical and logistical support of Tribal STAR meetings/training/events
• Provide support with promotional material design and distribution (e.g., flyers, newsletters, website, event announcements)
• Support in the creation of agendas, taking minutes, creating calendar invites for Tribal STAR events
• Process standard and electronic mail, utilize office software (word processing, publishing, spreadsheets) to prepare documents, and manage program files as needed
• Support statewide outreach efforts to Tribal and county partners
• Support data collection/entry
• Table-top marketing/outreach to assist in statewide marketing and outreach efforts
• Manage updates to stakeholder lists and program list-servs

OTHER DUTIES AS ASSIGNED (10%)

• Establish and maintain a positive teamwork environment in all training and workplace settings
• Build and maintain rapport with partners including Native American communities while honoring cultural protocols and ensuring culturally relevant engagement
• Perform other duties as assigned which are in the best interests of the Academy for Professional Excellence and Tribal STAR
• Travel to off-site locations for Academy and Program meetings (primarily in Riverside and San Diego)

QUALIFICATIONS & SPECIAL SKILLS

• Ability to build and maintain rapport with service providers, Tribal Partners and community, ensuring all interactions follow cultural awareness protocols and respectful engagement practices
• Ability to demonstrate a high level of cross-cultural sensitivity
• Ability to work in a team setting & relate well to others within the Academy for Professional Excellence environment
• Ability to interact effectively with co-workers, partners, and professionals
• Ability to understand and follow posted work rules and procedures
• Ability to display motivation and strong interpersonal skills
• Ability to be detail-oriented and able to consistently meet deadlines
• Ability to display good judgment and critical thinking skills
• Fundamental written and oral communication skills, including a sound foundation in English grammar, spelling, and punctuation
• Ability to understand standard office procedures
• Ability to learn office technology systems and operate standard office equipment; display typing and keyboard skills
• Ability to troubleshoot most office administration problems and respond to all inquiries and requests
• Ability to understand, interpret, and communicate procedures, policies, information, and instructions
• Basic foundation of knowledge and skills in technical information systems and application program packages
• Working knowledge of common software application packages, equipment platforms, reference database systems and sources, and training methods
• Basic understanding of networks, data communication, and multimedia systems
• Knowledge of trauma-informed and recovery-oriented principles
• Ability to foster a relationship that reflects our vision of diversity, equity, and inclusion

Qualifications

MINIMUM EDUCATION

• High school diploma or equivalent

MINIMUM EXPERIENCE

• 4-years of progressively responsible experience in an office or administrative environment

PREFERRED QUALIFICATIONS

• Experience working with the American Indian community, American Indian service agencies
• Bachelor's degree or equivalent in relevant field
• Two years of experience supporting events
• Knowledge of learning management system platform, software and database systems (such as Access Planit, CACWT, and LMS.)