Administrative Support Assistant, Finance - San Diego State University Research Foundation

• This position is open until filled with an initial application review to take place after January 3, 2025.
• The pay rate for this position is $21.50 - $22.47 per hour depending upon qualifications and is non-negotiable.
• This position works a hybrid schedule of two in-office days and 3 remote days per week. 
• The candidate must reside a commutable distance from SDSU.

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

Financial Services is a major organizational unit responsible for the general accounting function, internal controls, audits, banking services, cash management, investments, cashiering, billing and collections of receivables, administering gifts, bequests & trusts, negotiating and administering facilities & administrative cost recovery rates, annual corporate budget, tax and financial functions, purchasing and payroll functions of the Research Foundation. Responsible for the care, custody, and control of all Research Foundation assets. 

YOUR ROLE IN CREATING THE UNIVERSITY’S PRESENT AND FUTURE

As an Administrative Support Assistant I with the Budget and Finance team, and under direct supervision of the Associate Director, Budget & Finance, as the Administrative Support Assistant I, you will provide support for the department by performing a variety of routine administrative tasks, as well as other duties. 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 WORK YOU WILL DO AND MANAGE

Administrative Assistance and Support 30%

• Administrative and Clerical Tasks: Support departmental operations by assisting with the preparation of reports, memos, letters, leases, and other correspondence, as well as performing general clerical duties.
• Customer Service: Deliver exceptional customer service to all individuals seeking assistance.
• Organization/Filing. Manage, store, and retrieve files efficiently, including filing documents in databases, processing and updating forms, and auditing records for accuracy.

Data Management_30%

• Data Entry: Accurately input and update data in spreadsheets, databases, and management systems. Tasks include entering data for accounts receivable setups, fixed assets, disbursement requests, and other assignments as directed by the supervisor.

Communication Management 15%

• Drafting and Editing: Assist in drafting, proofreading, and editing emails, memos, and correspondence. Responsibilities include sending letters, notifications, and invoices as required.

Scheduling and Coordination 15%

• Calendar Management: Oversee scheduling of calendars, coordinate meetings, events, and travel arrangements.
• Updates and Organization: Maintain and update agendas, dashboards, and checklists to support departmental operations effectively.

Other Duties and Responsibilities as Assigned 10%

• Team Contribution: Actively contribute to team efforts by completing additional tasks and achieving related objectives as needed.

THE SKILLS WE NEED

MINIMUM EDUCATION

• High school diploma or equivalent
  

MINIMUM EXPERIENCE

• Previous experience in an office or administrative environment
  

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 $21.50 per hour - $22.47 per hour depending upon qualifications and is non-negotiable. 
• Applicant must live in a commutable distance from SDSU.
• This position is open until filled.
• A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with SDSU Research Foundation.
• San Diego State University Research Foundation is an EEO/AA/Disability/Vets/Title IX Employer.