SDSU Research Foundation

Admin Analyst/Specialist (NE)

Req No.
2022-14091
Category
Facilities/Maintenance
Type
Full-Time Central Staff
Salary
$20.00 - $26.75/hour max
Dept/Proj Name
SDSURF - Facilities Management

Overview

This position works a hybrid in-office schedule, generally a minimum of two days in the office per week, with initial training conducted in-office. Additionally, candidate must live within a commutable distance.

 

 

Reporting to the Director of Facilities Management, the Real Estate Administrative Analyst supports the department by performing a variety of routine to complex administrative tasks in a fast-paced environment. This position requires a high level of integrity and discretion in handling confidential information and professionalism while interacting with senior executives, university representatives, faculty, tenants, vendors, and contractors. The candidate must be well organized, detail oriented, flexible, proactive, resourceful, and able to complete high volumes of complex tasks and projects quickly while meeting tight deadlines and react with appropriate urgency to situations and events that require quick turnaround. This position will regularly perform administrative and technical work in analyzing data, attending/scheduling meetings, preparing written reports, reviewing proposals/contracts/agreements, preparing statistical reports and spreadsheets, etc. Work is performed using considerable judgment and involves management of critical data, integrating processes within an organization as a whole to maintain core services, which support and foster research.

 

 

Responsibilities

Real Estate, Leasing and Contracts Support: 60%   

 

  • Review leases and exhibits, and coordinate attorney reviews and comments from various parties, and prepare documents for distribution and execution.
  • Generate draft leases, amendments and other related correspondence and notices for management review.  
  • Maintain executed documents, legal files, titles, encumbrances, deeds, records, appraisals, and other agreements/correspondence associated with properties and tenant negotiations.
  • Maintain and track pre-and-post lease process/workflows.
  • Track tenant lease terms and expirations for engagement/renegotiations prior to expiration.
  • Review rental increases and coordinate the issuance of increase notices to tenants.
  • Work with Senior Planner and Finance and Accounting to audit operating expense billing prepayments and reconciliations to ensure accuracy. 
  • Generate CAM reconciliations and reports, calculating each tenant’s projected and actual CAM amounts based on their leases and/or relative base years.   
  • Prepare various income/expense budget projections and variances as well as lease term analyses to assist with negotiations.
  • Assist in the preparation of rent rolls, lease abstracts, monthly performance reports, variance reports, and proformas related to research foundation owned properties.
  • Review monthly Accounts Receivable reports and coordinate the collection of past due rent and payments of expenses, with Finance and Accounting.
  • Assist with updates to and distribution of the tenant handbook as needed.
  • Assist with updates to the “Leasing” and “Contacts” modules of the research foundation’s Facilities Information System.  
  • Assist with building and tenant signage changes and updates as needed, either in-house or through vendors.
  • Prepare various marketing materials for coordination with commercial real estate brokers.
  • Assist with special projects including, but not limited to: mapping of physical data of property for real estate dispositions; assist staff and various department managers in the development of various reports related to foundation asset and project accounting requirements; coordinate and integrate data from various software programs (AutoCAD, Excel, Access, PowerPoint, Word, Project, Photoshop, etc.)
  • Assist with duties related to property donations, acquisitions and dispositions. Draft and prepare transaction, correspondence and contract documents for the option, lease, purchase or sale of real properties, perform due-diligence tasks, and coordinate documents with various agents and university departments. 
  • Generate and/or coordinate access, memorandums and other agreements to assist with the use of non-research foundation-owned property by research projects for various activities.  

Administrative Support: 35%

  • Provide high level senior administrative support to the Director and Senior Planner by conducting research, preparing reports, handling information requests, and performing senior level clerical functions.
  • Coordinate non-emergency communications issued by the department.
  • Coordinate and facilitate meetings and conference calls using various technologies (Zoom, etc.)
  • Create and maintain PowerPoint presentations, agendas, minutes.
  • Edit and proofread confidential plans, correspondence, strategic plans.
  • Creates simple MyRF queries, data dumps, and analysis with pivot tables.
  • Perform special projects as required.

Other duties and responsibilities as assigned: 5% 

 

Qualifications

Core Knowledge, Skills and Abilities:

  • Fundamental written and oral communication skills, including a sound foundation in English grammar, spelling, and punctuation.
  • Ability to understand standard office procedures; to operate standard office equipment; to learn office technology systems; to perform basic arithmetic calculations; and typing and keyboard skills.
  • Ability to understand and follow posted work rules and procedures including integrity and sound business ethics.
  • Ability to demonstrate sound judgment and ethical practices, analyze situations, and adopt effective courses of action.
  • Ability to handle confidential information with discretion.
  • Strong fiscal and analytical skills are essential.
  • Ability to be a highly resourceful team player, and work independently with little direction, with staff, tenants, consultants, contractors and vendors.
  • Ability to maintain professionalism at all times and provide quality control and an outstanding level of customer service.
  • Demonstrate strong organizational skills and good judgment, with drive to meet division objectives, plan and organize work, and reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Ability to develop and meet schedules and deadlines.
  • Ability to demonstrate a high level of cross-cultural sensitivity, and to display sensitivity to ethnically and culturally diverse individuals.

Position Specific Knowledge and Abilities:

  • Ability to maintain attention to detail and accuracy while multi-tasking in a fast-paced environment.
  • Ability to apply knowledge, plan, prioritize and organize a heavy workload and adjust to changing priorities.
  • Ability to interpret regulations and requirements.
  • Ability to read, understand and analyze information, reports, and research data; and communicate analysis succinctly and cogently.
  • Ability to seek out new work methods and principles and to incorporate them into existing practices.
  • Must be customer-focused; flexible; and forward thinking. Must be proactive; resourceful and reliable.
  • Highly motivated self-starter, with a high energy level and strong interpersonal skills.
  • Ability to communicate effectively, both orally and in writing. Must possess strong typing, spelling, and editing skills with thorough knowledge of grammar.
  • Must be highly skilled in Microsoft Office programs, specifically Word and Excel.
  • Working knowledge of budget policies and procedures.
  • Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
  • Ability to make independent decision and exercise sound judgment.
  • Must be able to apply pertinent real estate laws regulations and codes, appraisal and escrow procedures.
  • Ability to provide accurate analyses and information for management review/decisions.
  • Knowledge of BOMA method of space calculation.
  • Must be experienced in commercial real estate contract negotiations and highly skilled in financial and legal contractual terms and CAM reconciliations.

 

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 real estate administrative policies, procedures, practices or programs.

MINIMUM EXPERIENCE

  • 3-years of recent hands-on and progressively responsible experience in a commercial real estate office environment.

PREFERRED QUALIFICATIONS AND SPECIAL SKILLS

  • Experience working with financial/accounting systems.
  • Experience using office productivity software – Office 365 or Google G-Suite preferred.
  • Ability to learn new technologies quickly – e.g. AdobeSign, FacilitiesLink, Smartsheet, AutoCAD, etc.
  • Any combination of training, experience, and/or education equivalent to graduation from an accredited college or university with a major in business administration, real estate or related field.

 

ADDITIONAL APPLICANT INFORMATION:

  • The COVID-19 vaccine is required by the CSU for all SDSU Research Foundation employees as a condition of employment.   Should you be offered a position, you will be required to provide proof of vaccination status.  Individuals who obtain an approved medical or religious exemption on file will be required to complete regular COVID-19 testing
  • A background check (including a criminal records check) and Livescan (fingerprint) must be completed satisfactorily before any candidate can be offered a position with SDSU Research Foundation/KPBS
  • San Diego State University Research Foundation is an EEO/AA/Disability/Vets Employer 

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