"Technical Administrative Coordinator"

Technical Administrative Coordinator

Req No: 2025-19737

Category: Administrative/Clerical

Type: Full-Time Contract

Salary: $32.00-$34.00

Overview

This position is open until filled with an initial application review to take place on December 12, 2025.

The starting salary range for this position is $32.00 - $34.00 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.

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 five 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.

This position is housed in the Strategy, Development, & Organizational Advancement Division within the Learning and Brand Development unit. This Division nurtures organizational health and facilitates innovation by building responsive and proactive evaluation, strategy, and system solutions grounded in data, best practice, and collaborative partnerships.

Responsibilities

PURPOSE OF THE POSITION

Under the general direction of the Development Operations Supervisor, the Technical Administrative Coordinator is responsible for supporting processes across the service provider lifecycle by managing recruitment and onboarding processes, coordinating development and evaluations, and ensuring smooth transitions. This role works in close collaboration with the Development Operations Coordinator and key division/program teams across the Academy (e.g. Fiscal/Contracts and Systems) to enhance operational efficiency by optimizing data systems and project management processes.

SPECIFIC DUTIES

This is a 40 hour a week hybrid with remote flexibility position, 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.

SERVICE PROVIDER HIRING, DEVELOPMENT, AND SEPARATION SUPPORT (35%)

• Manage 'rolling recruitment and onboarding' - multiple candidates simultaneously at various stages of application, interviewing, and onboarding processes (approx five new hires added to queue per month).
• Serve as the first point of contact for service providers by responding to inquiries, coordinating interviews, communicating with candidates, and facilitating a smooth onboarding experience in partnership with the Development Operations Coordinator.
• Prepare applicant packages for the Development Operations Coordinator, support evaluation of qualifications, schedule initial observations to assess skills, and participate in observations.
• Support service provider internal recruitment process to expand service provider trainer pool for identified workforce development deliveries.
• Develop and deliver training modules in collaboration with the Systems and Evaluation Teams specific to our technical platforms to increase understanding and usability of Academy processes and systems among our service provider pool.
• Aggregate data from Qualtrics and coordinate performance evaluations according to the evaluation schedule (approx. five sessions per month).
• Support the WMD Manager and Development Operations Supervisor with service provider transitions to ensure consistency and follow protocols for smooth transitions.

DATA SYSTEMS AND PROJECT MANAGEMENT PROCESSES (40%)

• Optimize and maintain the applicant management system, using software solutions (Trello/Zoho) to track applications. Ensure the Academy website is current with clear instructions and recruitment criteria for submissions and onboarding resources.
• Set up and manage service provider profiles and personnel records (approx. 120-140 service providers) in Customer Relationship Management (CRM) systems, including Access Planit, CACWT, Google Drive, and our Academy website, ensuring data accuracy and quality record keeping; maintain email distribution list.
• Collaborate with Fiscal/Contracts, Systems, and Program teams (e.g., Operations) to facilitate continuous quality improvement practices that keep profiles and records current, including maintaining contact info, templates, notes, rates, etc., in Access PlanIt, and developing and managing resources on the Academy website.
• Serve as a liaison with the Academy's Fiscal/Contracts for service provider classification processes and job status changes to complete onboarding and separation processes.
• Collaborate with the Systems Team to support the configuration and maintenance of new tech platforms, provide technical support for WMD software systems, and cross-train team members.

OPERATIONAL SUPPORT AND COORDINATION (15%)

• Establish and maintain an annual view of key WMD projects and activities, provide administrative and operational coordination, manage scheduling, and keep team members informed about events, deadlines, and requirements.
• Support the planning and organizing of WMD-led events (e.g., Facilitator Forums and Training for Training Deliveries) and staff development activities.
• Participate in the review of the Facilitator Annual Survey data to inform future recruitment needs.
• Process and set up observations of classes through the Zoho ticket system.

RELATIONAL/TECHNICAL WRITING AND COMMUNICATION (5%)

• Support team with copywriting, editing, and designing various materials related to service provider and Academy staff engagement.
• Gather and synthesize information from the WMD team to draft, finalize, and distribute communication via MailChimp to our facilitators (staff facilitators and service providers).
• Monitor team communication topics and draft regular updates for the Hub to keep staff informed of ongoing work.
• Create and maintain the Policies and Procedures for the activities that you oversee.

OTHER DUTIES AS ASSIGNED (5%)

• Perform other duties as assigned which are in the best interests of the Academy for Professional Excellence.
• Travel to off-site locations for Academy and Program meetings (primarily in Riverside and San Diego).

QUALIFICATIONS & SPECIAL SKILLS

Knowledge and Abilities:

• Ability to lead recruitment and onboarding practices with a relational lens.
• Strong interpersonal communication skills (verbal, written, and visual design) that are responsive to diverse engagement styles.
• Strong writing and editing skills with the ability to synthesize and convey information in a concrete and easy-to-follow manner.
• Strong ability to liaise between teams across divisions and programs and external partners.
• Strong ability to use project management software and/or customer relationship management (CRM) platforms (e.g., Trello, Access PlanIt, Zoho solutions).
• Demonstrated knowledge of administrative and clerical procedures and systems such as word processing, managing electronic files, records, correspondence, and databases.
• Self-starter and comfortable working both independently and collaboratively on teams.
• Ability to take ownership of projects and drive task completion.
• Ability to handle multiple, simultaneous projects of varying nature, content, and complexity and meet deadlines.
• Have a talent for creating and maintaining systems and efficient processes.
• Ability to cope with uncertainty or ambiguous situations.
• Detailed-oriented with the ability to be accurate and consistent.
• Skilled at tracking and following up to ensure processes are implemented and maintained.
• Ability to demonstrate a high level of cultural responsiveness.
• Ability to interact effectively with coworkers, partners, stakeholders, and potential customers.
• Ability to display organization, meet deadlines, display detail orientation, possess good judgment and critical thinking.
• Ability to understand and follow posted work rules and procedures.

Qualifications

MINIMUM EDUCATION

• Equivalent to a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices or programs.

MINIMUM EXPERIENCE

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

PREFERRED QUALIFICATIONS

• A minimum of 2 years experience working in health and human services or related field.
• A minimum of 2 years experience using project management tools and technical platforms.
• Experience with recruitment and onboarding processes.
• Experience working with Access Planit, CACWT, Qualtrics, and Zoho solutions.
• Tech savvy and comfortable learning new software tools.