"Administrative Support Coordinator"

Administrative Support Coordinator

Req No: 2025-19821

Category: Administrative/Clerical

Type: Full-Time Contract

Salary: $23.00 per hour

Close Date: (Open until filled with an initial application review to take place after January 2, 2026.)

Overview

The San Diego State University (SDSU) Institute for Transformative Education (ITE) is an institute under the College of Education. The purpose of SDSU ITE Student Support Services Program is to increase retention and graduation rates for 140 student participants: 100 first-time freshmen and 40 transfer students interested in education as a profession. The project will increase low-income, first-generation participants' chances of earning a California teaching credential with emphasis on the high need areas: Bilingual, Special Education, and STEM education across the developmental spectrum. The Student Support Services program is a grant-funded program funded by the U.S. Department of Education. San Diego State University Research Foundation (SDSURF) administers this grant.

This position serves the Institute for Transformative Education, Student Support Services program's needs. The Administrative Coordinator work location is on the San Diego State University main campus. Working hours are 8:30am-5:00pm, Monday through Friday, and occasional Saturdays. The Administrative Coordinator also participates in planning program activities and data collection that meet Department of Education requirements.

Under the direction of the ITE Executive Director, the Administrative Coordinator assists the program and staff to meet the objectives of the Student Support Services Program. Performs administrative duties and completes assigned tasks, coordinates events. Knows and follows the policies and procedures of the SDSURF and ITE.

Responsibilities

Program Planning and Implementation (55%):

• Continue the welcoming atmosphere of the office through team collaboration
• Maintain a presence on campus Monday-Friday from 8:30am-5:00pm. The incumbent will also attend and actively participate in weekly team meetings and monthly ITE Staff meetings.
• Filing and data entry for student participant information.
• Liaise with institutional partners to generate an applicant pool of SSS-eligible freshmen, transfer students, commuter students and those at most risk of not graduating.
• Assist in planning, coordination, and execution of program activities
• Support systems so that program goals and objectives are met within the required time
• Work collaboratively with ITE staff to create smooth communication and cooperation between program staff and collaborating departments.
• Maintain calendars for program staff, schedule meetings, prepare meeting rooms, and verify
• Keep project logs and tracking systems up to
• Assist with identifying and resolving workflow problems to improve operational efficiency.

Program Management (40%)

• The Administrative Coord. assists and supports the SSS Program Coordinator in the management of the SSS Program by:
• Collect information and key points of contact for student services, such as tutoring, to be able to make appropriate referrals.
• Maintain up to date academic and administrative records for Student Support Services students, support compliance with federal documentation standards.
• Document progress toward meeting project objectives by collecting data needed to prepare continuation proposals and/or presentations to the Federal
• Collect, organize, translate and enter data for the Annual Performance
• Collaborate with the Evaluation, and Compliance Specialist in the process to improve data collection such as updates for forms and systems for student participants and staff.
• Serve as a liaison between program staff and other student support services providers on campus.
• Establish and maintain cooperative working relationships with a variety of individuals and groups on and off campus to promote programs.
• Serve as the Student Support Services representative to the Communications Team and provide support on collaborative efforts for program public relations.
• Revise and distribute program materials such as brochures, applications, forms, newsletters, and Create graphics as needed under the direction of the program
• Compose correspondence as needed.
• Request keys and track office keys for staff
• Maintain office supply inventory and coordinate procurement of materials and services
• Assist with fiscal documentation including purchase requisitions, disbursements forms, cash advances and clearing and tracking reimbursements requests.

Other Duties as Assigned (5%)

Qualifications

KNOWLEDGE & ABILITIES

• High-level skills in Microsoft Office Suite and Google Suite.
• High-level skill in document formatting.
• Interact effectively with co-workers.
• Highly motivated self-starter with strong interpersonal skills.
• Ability to communicate effectively, both orally and in writing.
• Well organized, ability to meet deadlines, and detail-oriented.
• Possess good judgment, common sense, and a strong sense of confidentiality.
• Associate's degree in Business Administration or 3 years of progressively responsible experience in a clerical support role.

MINIMUM REQUIRED EDUCATION

• High school diploma or equivalent

MINIMUM REQUIRED EXPERIENCE

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