The starting wage for this position is $28.00 per hour depending upon qualifications and is non-negotiable.

LEAL Project provides in-service teachers the instructional approaches and tools that are specifically sensitive to the language demands of multilingual learners and will help generate much-needed leadership in this important area across the San Diego and Imperial Valley regions. The LEAL Leadership Team consists of six members.

The purpose of this position is to provide support in all aspects of the LEAL Project and San Diego State University's Center for Equity and Biliteracy Education Research (CEBER). Under general direction from director and principal investigators, the Administrative Support Assistant performs and coordinates the entire clerical and administrative support function and/or performs work in a large complex or higher-level administrative office for the LEAL Project and CEBER. Work is performed independently and measured against goals; own priorities are often set.

Assignments are large scale, complex projects with broad, visible impact that involves coordination with other depts. to execute plans; may provide input on staffing decisions and performance evaluations. Handles operational decisions independently, requiring research, analysis and evaluation of information. Specialized policies and procedures are interpreted and applied; ingenuity required to develop solutions. Contacts involve interactions at the highest levels within and outside office, often in sensitive interpersonal situations. This is an advanced-level clerical position requiring comprehensive and detailed knowledge of project/agency program infrastructure, policies and procedures; expert skill level using office software, technologies and systems. Project needs are identified, detailed plans outlined, projects initiated coordinated and work is delegated. Lead work direction, training and guidance to others are provided. Support staff and work unit priorities are set; full accountability for work flow and completion of work for the assigned support staff.

Under general supervision of project director and principal investigators, the ASAII performs most office support work of moderate scope and complexity. Work assignments involve the use of judgement and discretion; day-to-day work is performed relatively independently with general instruction. Own priorities are regularly set and multiple work priorities are managed. Assignments are varied; courses of action are guided by some independent interpretation of policies and procedures. A variety of problems are addressed and practical, thorough, and at times creative solutions are developed using ingenuity to adapt to meet new needs.

This is a clerical position including thorough knowledge of office methods, policies and procedures; fluent use of office software; ability to learn, interpret and apply a variety of complex policies and procedures. Effectively communicate in writing and actively problem solve. Responsible for planning and coordinating clerical work activities and may provide lead work direction and/or training and assistance to coworkers on processes and procedures. May help set priorities for others but primarily accountable for own work results.

The Administrative Support Assistant is responsible for but not limited to: 

Responsibilities 

HR/Personnel Coordination ~20%

• Support project participants and support staff to maintain engagement, address concerns, and provide oversight.
• Coordinate human resources and recruitment in coordination with the directors and principal investigators and university auxiliary.

• Engage in recruitment activities for project staff; drafting job descriptions, screening, interviewing and making recommendations on hiring decisions regarding all staff.

• In collaboration with director and principal investigators drafting and scheduling presentations to recruit project participants and disseminate project activities.

• Support LEAL community members in understanding and implementing policies and procedures related to timesheets, reimbursements, travel, invoices, and other areas ensuring compliance and efficiency.

• Collaborate with director and principal investigators to create an onboarding process for new staff, interns, and volunteers, including training sessions, resource materials, and ongoing support to ensure a smooth transition and effective performance

• Develop and maintain a feedback system to regularly gather input from staff and other part-time employees, using this information to make informed improvements in management practices.

Budgeting/Finance ~30%

• Partner with the director and principal investigators in organizational planning, sustainability, and growth with a focus on identifying budget needs.

• Develop and implement internal systems with university auxiliary to support financial tracking, invoicing, and

budget planning.

• Track and monitor spending in alignment with grant organizational budgets ensuring all expenditures are within approved limits and properly documented.

• Review monthly financial reports to assess the organization’s financial status, identify discrepancies, and make recommendations for adjustments as needed.

• Collaborate with the director and principal investigators to ensure proper spending and invoicing.
• Coordinate with director and principal investigators to monitor chapter spending and invoicing, providing guidance and support to ensure compliance with budgetary constraints

• Ensure timely and accurate preparation and submission of financial reports for grants and other funding sources, maintaining compliance with all reporting requirements

• Regularly communicate financial status and updates to the director and principal investigators, and other relevant stakeholders, ensuring all parties are informed and aligned on financial matters

• Support budget management decisions and maintain project director and principal investigators informed of budget expenditures on a weekly basis

Administration/Clerical ~50%

• Referring and screening calls, emails and in-person as well as virtual visitors to appropriate colleagues
• Weekly meetings with Project Director to communicate fiscal matters, share tracking forms, and to receive focus tasks/priorities for the week
• Schedule, attend and document weekly Leadership Team Meetings 
• Support with registration of participants in courses, conferences and workshops
• Maintain open communication with university vendors, foundation, and new or established project partnerships 
• Manage all participant forms related to payees or vendors in Payment Works
• Manage and track all participant forms associated with LEAL project: Letters of Understanding, Fee Authorization Forms, etc.
• Schedule meetings and special activities; explaining office and or program policies
• Type and prepare documents, correspondence, and reports; maintain and track records
• File and create documents, process standard and electronic mail
• Use office support technology and systems such as word processing, desktop publishing, spreadsheets, and databases to support project director and principal investigators
• Create and maintain standard and electronic records, files and record keeping systems; process documents and records
• Make travel and other arrangements
• Order and maintain supplies, potentially using a project procurement card
• Interact with and solve problems for internal and external clients
• Manage, process and track stipends for LEAL participants 

MINIMUM EDUCATION

• High school diploma or equivalent
  

MINIMUM EXPERIENCE

• Previous experience in an office or administrative environment
  

PREFERRED QUALIFICATIONS

• Bilingual and biliterate in Spanish and English
• Experience supporting grant-funded projects 
• Experience in budget oversight 
• Bachelor's Degree
• Completion of SDSU’s University Seal of Biliteracy and Cultural Competence
• Prior experience in education programs working with teachers or universities
• Prior experience serving linguistically diverse students from low-income, first-generation, non-traditional backgrounds
• Experience in providing logistical and hosting support for educational events/conferences

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.