The salary range for this position is $20.00 - $23.59 per hour depending upon qualifications and is non-negotiable. 

This position is open until filled with first review of candidates on September 17, 2025.

WHO WE ARE

Established in 1943, the mission of the SDSU Research Foundation (SDSURF) is to focus on realizing the research objectives of San Diego State University, and to be the backbone for faculty and staff to find, attract, win, and administer their research and sponsored programs. SDSU is one of the top public research universities in the nation, furthering discoveries, interventions, and solutions that improve communities and change the world. The SDSURF provides the full life cycle of grants services to faculty and staff to realize these discoveries, interventions, and solutions that make a difference.

WHAT OUR DEPARTMENT DOES

The SDSURF’s Facilities Planning & Management department participates in the university’s mission of research excellence by supporting and housing funded research in research foundation-owned and leased properties. The model of asset management performance balances research, university, and commercial space occupancies to maximize research opportunities, university needs, and utilizes commercial rent revenue to offset operational expenses. We are a team who collaborate on all daily functions while playing an integral role in the support and success of SDSU researchers.

YOUR ROLE IN CREATING THE UNIVERSITY’S PRESENT AND FUTURE

As an Administrative Support Assistant I (ASA I) with the Facilities Planning & Management team, duties are performed under general supervision under the Maintenance Supervisor, and most office support work is of moderate scope and complexity.  Work assignments involve the use of sound judgement and discretion, and day-to-day tasks are carried out relatively independently with general instruction. Typical responsibilities for this position include coordinating and overseeing maintenance front-office operations, serving as the primary point of contact for internal and external stakeholders, and providing superior customer service. A core function of this role is serving as part of the Work Control team, which includes receiving and triaging service requests via phone, email, or work order system; accurately assigning priorities; and dispatching information to appropriate maintenance staff or vendors in a timely manner. The role includes independently creating, updating, and closing work orders, ensuring timely and accurate documentation of service requests and project activities. Additional responsibilities encompass scheduling conference room space as requested; preparing, editing, and distributing complex documents, reports, and correspondence; and maintaining accurate and organized records in both physical and electronic formats. The position also requires proficient use of technologies such as word processing, spreadsheets, databases, and work order systems. Through a combination of administrative expertise, initiative, and problem-solving skills, this position plays a vital role in supporting the efficiency and effectiveness of the Facilities Planning & Management maintenance team.

Duties include but are not limited to the following:

• Front Desk Reception: Acts as the primary front desk staff/reception area administrative person for the facilities maintenance crew.
• Independent Problem Solving. Resolve customer and administrative issues with minimal supervision, using sound judgment and knowledge of department policies and procedures.
• Customer Service Skills: Provide exemplary customer service to all who request assistance. Must possess a strong ability to communicate effectively and professionally with a diverse clientele. Must be able to handle escalated or complex customer service issues and provide guidance to back-up/support admins.
• Conference Room Requests: Receives and maintains individual reservation requests from tenants via phone, email, or direct contact for use of foundation conference rooms; books rooms to accommodate requests as appropriate. 
• Facilities Email Management: Monitor, respond to, prioritize, and create detailed work orders with regards to service-related requests within the facilities email account daily.
• Call Log: Address messages in a timely manner and as appropriate using protocols and sound judgment. 
• Work Order Requests. Coordinate facility maintenance and repairs, submitting service requests and following up to ensure timely resolution of issues. Possess the ability to assign priority accordingly, update, and close out work orders.
• Employee Schedules: Coordinate with supervisors to ensure schedule accuracy and proactively communicate changes or conflicts. Send out daily notices via email about employee schedules and changes.
• Supplies: Orders supplies, as needed or directed.
• Purchase Requests: Assist with preparing, processing and tracking purchase orders/change orders for vendors and contractors
• Key Database: Receives key and access card requests as well as issues keys, updates and maintains the key database; provides forms and facilitates process for requestors.
• Notices: Prepares and sends tenant and building notices
• Elevators: Receives elevator service calls, schedule service, notify tenants of elevator outages, follow up with vendors and staff, coordinate and track annual inspections, and five-year load tests. Maintains records on all.
• Backflow Preventers: Coordinates inspections with city and vendor; maintain records and track for future inspections.
• Meeting Coordination. Prepares agendas, takes minutes, and follows up on action items for maintenance team meetings.
• Other duties as assigned.

THE WORK YOU WILL DO AND MANAGE

This position requires a high level of integrity, discretion, and professionalism while interacting with senior executives, university representatives, faculty, central staff, tenants, vendors, and contractors. The candidate must be organized, flexible, proactive, and able to exercise good judgment.

THE SKILLS WE NEED

• Proficiency with computers.
• Proficiency with Microsoft platforms (Word, Excel, Outlook) at an intermediate level.
• Proficiency with Google (G-mail, G-Drive, calendars, etc.)
• Proficiency with Sharepoint and Smart Sheets
• Experience with work settings which support diversity, equity, and inclusion.
• Experience with clerical and administrative work assignments involving the use of judgment and discretion in support of an administrative office environment.
• Ability to communicate effectively, both orally and in writing including using English grammar, spelling, formatting, and punctuation.
• Knowledge of basic copy machine support to provide trouble shooting and supply ordering.
• Knowledge of supply and equipment ordering processing.
• Ability to answer and route phone calls, receive visitors, maintain conference rooms and their calendars, and general mail processing duties.
• Ability to learn, interpret independently, and apply a variety of policies and procedures.
• Ability to apply independent judgement, discretion, confidentiality, and initiative to address problems and develop practical, thorough and at times creative solutions.
• Ability to perform standard arithmetic functions of a transactional nature, including tracking and comparing data.
• Ability to demonstrate competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions.
• Ability to work in a fast-paced, multi-task environment and set own priorities.
• Ability to involve and coordinate with other work groups to gather routine information and problem solve.
• Ability to interact effectively with co-workers, vendors, and project staff.
• Ability to display motivation and strong interpersonal skills.
• Ability to display organization, meet deadlines, display detail orientation, possess good judgment and common sense.
• Ability to apply independent judgment, discretion, and initiative to address problems and develop solutions
• Ability to interact effectively with coworkers
• Well organized, ability to meet deadlines, detail oriented; possess good judgment and common sense
• Experience in facilities property management setting
• Experience using a work order system
• 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.

Experience and Education

• High school graduate or higher

Preferred Qualifications

• 3-5 years experience in an office or administrative environment providing clerical support.
• Previous experience preparing memos, letters, and correspondence.
• Previous experience working in a customer service environment.
• Previous administrative support experience.
• Previous experience creating Word documents and Excel spreadsheet with formulas.

WHAT YOU WILL RECEIVE

• Comprehensive medical, dental, and vision plans
• Life and disability insurance plans
• Generous employer contributed 403b retirement plan. We match 200% on the first 5% of contributions, up to 10% maximum employer matching contribution. All contributions are 100% vested.
• Vacation and sick leave accruals
• 14 paid holidays and 1 annual personal holiday
• Hybrid in-office/telework arrangements
• Employee Assistance Program (EAP)
• Access to campus amenities, including Love Library, Aztec Lanes bowling alley, SDSU transit center, and a variety of coffee shops and eateries.
• Discounted Aztec Recreation Center gym membership and SDSU events
• Wellness workshops

HOW TO APPLY AND TIPS FOR MAKING IT THROUGH OUR HIRING PROCESS

You must apply through the SDSURF Career Page. Make sure your application is complete.  Including a resume and cover letter is recommended. Respond to supplemental questions thoroughly.

WHAT OUR HIRING PROCESS IS LIKE

We work as fast as we can to make hiring decisions. However, it may take several weeks for all the parties involved to review your application. We keep in touch each step of the way and inform you of the status of your application.

ADDITIONAL APPLICANT INFORMATION:

• The salary range for this position is $20.00 - $23.59 per hour depending upon qualifications and is non-negotiable. 
• 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.