Administrative Support Assistant - San Diego State University Research Foundation

• This position is open until filled with an initial application review to take place after May 14, 2024. 
• The wage range for this position is $20.00 - $22.47 per hour dependent upon qualifications and internal equities and is non-negotiable. 
• This position works a hybrid in-office/remote schedule and the incumbent must reside within a commutable distance from San Diego State University. 

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 with the Facilities Planning & Management team, and under the supervision of the Administrative Analyst /Specialist I, you will provide support for the department by performing a variety of routine to moderate 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.

Duties include but are not limited to the following:

• Administrative/Clerical. Assists with data entry, report generation, memos, letters, leases, and other correspondence and clerical tasks to support departmental operations.
• Customer service. Providing exemplary customer service to all who request assistance.
• Work order requests. Coordinate facility maintenance and repairs, submitting service requests and following up to ensure timely resolution of issues.
• Vehicle management. Assists with processing and tracking DMV registrations, vehicle insurance, and vehicle inventory, vehicle files, owner changes, and tenant lists to include emergency contacts and Insurance Expiration spreadsheet.
• Parking permits. Issues parking permits by request.
• Supplies. Monitors and replenishes inventory supply levels for office, breakroom, and copier supplies.
• Mail. Assists shuttle driver with sorting and distributing mail in mailroom.
• Accept and sign for delivered package for department, notify recipient, and ensure package is placed in mail room.
• Shuttle driver back-up. Acts as the primary back-up of the mail shuttle driver.
• Maintenace crew admin back-up. Acts as the primary back-up to the maintenance crew’s admin personnel.
• Front desk/reception back- Acts as a primary back-up for organization’s front desk/reception area.
• 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.)
• 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.

Experience and Education

• High school graduate or higher

Preferred Qualifications

• Two years’ experience in an office or administrative environment providing clerical support.
• Previous experience preparing memos, letters, leases, and correspondence.
• Previous experience working in a customer service environment.
• Previous administrative support experience working in a real estate environment processing leases and rental agreements.
• Previous experience creating 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/hour - $22.47/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.