This position is budgeted for $22.00 per hour and is non-negotiable. 

This position is open until filled with an initial application review to take place after two weeks.

The School of Nursing is part of the SDSU College of Health and Human Services. It is one of five schools, the School of Nursing, the Graduate School of Public Health, the School of Social Work, the School of Exercise and Nutrition, and the School of Speech, Language, and Hearing Sciences.

The School of Nursing has both undergraduate and graduate degree programs, and trains future nurses in conjunction with a wide variety of community health care agencies who provide student placement for educational experiences and training purposes.

The Administrative Support Coordinator II is responsible for the overall administrative operation of the School of Nursing and will act as lead to administrative staff and student workers. The position serves as a resource for the school faculty, staff, and students, and is responsible for day-to-day operations and special projects.

In addition, the position is responsible for instructional, non-instructional, operating and San Diego State University Research Foundation budgets. Other duties include but are not limited to: the processing of faculty and student appointments, compilation of reports related to faculty workload; oversight of the faculty retention, tenure and promotion (RTP) process and other personnel-related activities; assist in compiling information and drafting annual accreditation reports and documents; primary administrative support to director and committees within the school; provision of training to faculty and staff on university, college and school procedures and policies.

The person holding this position is considered a `mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

Administrative Support and Leadership 50%

• Coordination of clerical and administrative support functions required for the accomplishment of the School’s program and administrative objectives.
• Provide leadership and support to department staff. Act as primary resource and contact for the Dean’s Office, and the School of Nursing faculty and staff on issues related to a wide variety of campus policies and procedures.
• Coordinates operational and procedural functions and develops and recommends process improvements. Provide solutions to school leadership. Make decisions regarding daily operations of the school in consultation with the director and other school leadership.
• Provide administrative assistance and support to school’s director and other leadership on all aspects of school operations.
• Support office staff in assisting students requiring complex individual attention by solving problems, diffusing anxiety, and/or directing students to other offices for assistance.
• Update and coordinate with the director and appropriate faculty, the General Catalog and Graduate Bulletin revisions.
• Coordinate and provide administrative support for student evaluation processes.
• Oversee the collection and posting of syllabi.
• Convey accurate information, including policies and procedures to faculty, staff and students.
• Process required Board of Registered Nursing (BRN) forms for all SON faculty.
• Maintain all SON faculty compliance files and ensure current licensure, certification, BRN approval and updated CVs.
• Oversee SON website to ensure content is updated and current.
• Create and maintain lecturer personnel action files for department, following guidelines from Faculty Advancement.
• Establish and maintain positive working environment and relationships with all units of the College, and with other administrative offices in the University, including faculty, staff, students, and the public.
• Follow-up on all tasks and responsibilities delegated to other staff members to ensure completion and timeliness.
• Processing of student worker hiring documents and monitoring of school wide Student Assistant monthly time. Monitor student assistant funds and balances.
• Oversee all aspects of the interviewing, hiring, training and supervision of administrative staff and student workers. Monitor monthly time and labor.
  
  

Class Schedule and Faculty Workload Reporting 20%

• Creation and input of class schedule. Coordinate with other administrative and student services staff to ensure placements are approved and coordinated with the class schedule.
• Distribute special studies schedule numbers and add codes. Monitor requests for schedule numbers from faculty.
• Track and analyze changes in enrollment demand during registration. Monitor FTES and targets.
• Monitor course enrollments for class size.
• Prepare, coordinate, and ensure accuracy of workload reports for faculty each semester. Reports include:
  • Assigned Time requests
  • Supervision reconciliation
  • Faculty Assignment by Department (FAD) reports and
  • Assigned Time Evaluation documents.

Faculty Appointments 10%

• Prepare documents (ATF, STC, Grant Workload Forms, etc) for faculty appointments. Requires high level of knowledge regarding policies and procedures related to faculty appointments and order of hire requirements.
• Document processing related to sabbaticals, leave of absence, and retirement requests.
• Coordinate adjunct appointment process.
• Ensure campus policies regarding human resources are followed within the school.

Budget 10%

• Responsible for oversight and reconciliation of school’s budgets. Ensure accurate budget spreadsheets are maintained for all accounts.
• Responsible for SDSU Research Foundation reconciliations.
• Remain current with campus and CSU fiscal policies and procedures. Works with other staff and managers to determine appropriate funding source when necessary.
• Ability to follow campus travel policy and procedures.
• Oversee proper use of Procurement Credit Card accounts.
• Provide assistance and guidance to administrative staff to ensure budgetary controls.

RTP, Periodic Review (Post-Tenure), Periodic Evaluations, and Cumulative Review Responsibilities 5%

• Maintain currency with the University, College and School policies and procedures for the RTP process and be able to apply guidelines.
• Works closely with School’s Personnel Committee and Director regarding policy, procedures and timelines.
• Duties in support of the RTP process include attendance at University meetings detailing RTP policy and procedures, assist in evaluation of all incoming documentation to be sure it meets policies and deadline, monitor deadlines at each stage of the process, and maintain written and oral communication with School Committee Chair and Director.

Other Duties As Assigned 5%

Knowledge & Abilities

• Experience to be fully functional in all technical aspects of work assignments.
• Ability to independently handle multiple work unit priorities and projects.
• Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
• Ability to draft and compose correspondence and standard reports.
• Thorough mastery of English grammar, punctuation, and spelling.
• Ability to interpret and apply policies and procedures independently and use judgment and discretion to act when precedents do not exist.
• Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
• Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
• Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
• Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
• Ability to effectively write and present own reports.
• Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
• Ability to use negotiation and persuasion skills to achieve results and expedite projects.
• Working knowledge of budget policies and procedures.
• Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
• Expertise in using office software packages, technology, and systems.

Minimum Education & Experience

• High school diploma or equivalent
• 6-years of progressively responsible experience in an office or administrative environment

Preferred Qualifications & Special Skills

• Imperial County resident.
• Experience coordinating administrative support functions for a group.
• Minimum of three years of experience as lead and/or supervisor.
• Experience working in a large, complex organization such as a higher education, public agency, government, military, or health care setting.
• Experience with development, coordination and tracking of complex budgets.

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.