Administrative Support Coordinator I - San Diego State University Research Foundation

The salary range for this position is $17.00 - $23.00  per hour depending upon qualifications and is non-negotiable. 

San Diego State University’s Center for Tobacco and the Environment (CTE), co-directed by Georg E. Matt, PhD and Thomas Novotny, MD, is an extramurally-funded Center established in 2022. CTE’s mission is to prevent, reduce, and eliminate tobacco’s toxic legacy of environmental pollution and harm to human health caused by decades of commercial tobacco sales and use through the creation of an open, community-engaged, inter- and transdisciplinary research center that serves the diverse communities affected by the environmental impacts of commercial tobacco sales and use. CTE provides an organizational platform for the next generation of research that seeks solutions to human exposure and environmental contamination created by decades of tobacco use and that contributes to California’s comprehensive policy initiatives to end commercial tobacco sales and use by 2035.

CTE is home to a well-established group of multi-disciplinary scholars from different colleges at SDSU including Health and Human Services, Sciences, Arts & Letters, and Professional Studies & Fine Arts whose work focuses on the environmental impacts of commercial tobacco use.  Researchers at CTE conduct multiple extramurally-funded research projects focused on tobacco and the indoor and outdoor environment, including the newly-funded Tobacco Policy Research Center (TPRC) for Tobacco and the Environment. Funded by the Tobacco-Related Disease Research Program, the TPRC will pursue the following policy initiatives over the next two years: (1) Make all outdoor dining areas in the City of San Diego smokefree and vapefree; (2) Eliminate tobacco product waste in tribal outdoor recreational areas; (3) Protect aquatic environments from urban tobacco product waste; (4) Disclose thirdhand smoke pollution in real estate transactions; (5) Disclose thirdhand smoke pollution in lease agreements; and (6) Adopt restorative practices focused on tobacco’s environmental impact as part of alternatives to suspension in schools.

Please note that due to the potential for the contamination of study samples, the incumbent must be a nonsmoker and non-user of tobacco, e-cigarettes, and cannabis and live with nonsmokers/non-users.

Under the direction of the CTE Center Coordinator(s), the Administrative Assistant provides primary administrative support to the Center. The incumbent interacts with CTE investigators and research staff; graduate and undergraduate students; community partners organizations, including elected officials, their staff, and municipal employees; and University and Foundation departments. In support of the goals and objectives of Center, the Incumbent will (1) use office support technology and software applications, such as word processing, desktop publishing, spreadsheets, and databases to produce Center materials and other documents, correspondence, memos, files, and reports and (2) create and maintain accurate and thorough records, files, and record keeping systems, in compliance with Foundation policies and procedures and award restrictions and guidelines.

Specific duties include but are not limited to:

Administrative Support Coordination 60%

General Operations:

• Oversee general office operations including serving as the primary contact for SDSURF for work orders, repairs, maintenance, signage, photocopier service and maintenance.
• Order and manage supplies, equipment, and other assets across a variety of projects, including handling logistics of deliveries, shipping, receiving, inventory control, and processing of property forms.
• Coordinate and submit data, software licensing, and telephone service requests as needed.
• Assemble and distribute Center materials via e-mail and/or USPS, maintain accurate mailing lists, and monitor responses.

Staff Support:

• Assist Center Coordinators with recruitment and new hire and volunteer onboarding tasks, track volunteer appointments, and monitor the end dates for staff positions.
• Maintain student tracking database and verify accuracy.
• Process key requests and maintain accurate records of keys and access cards distributed to Center personnel.
• Monitor staff compliance with required certifications including Human Subjects training.
• Coordinate the CTE project management system and assist in the management of workflow.
• Assist in preparing for team building activities, special events, and celebrations.

Research Support:

• Schedule and organize meetings between CTE, community organizations, and internal and external investigators.
• Organize site-based data collection and meetings with community partners, including parking, food and beverage, and required permissions.
• Provide information, assistance, and resources to current and prospective partners and CTE members.
• Perform administrative functions to support submission of annual progress reports, grant proposals, and other reporting requirements, including maintaining up-to-date biosketches, other support, and publications.
• Communicate regularly with Center staff and investigators to ensure needed administrative support is provided.

The incumbent is also responsible for coordinating the annual in-person Policy Center Symposium held in San Diego for approximately 100 of its community partners and members and semi-annual virtual webinars for approximately 100 of California’s tobacco prevention programs and other stakeholders

Fiscal Management 25%

• Prepare CTE contracts, coordinating the process of contract approval, and the status of all contracts.
• Collaborate with Center Coordinators and Grant Administrator to monitor transactions and budget reports.
• Process and track SDSURF financial transactions, such as check requests, purchase requisitions, invoices, payment authorizations, Pcard transactions.
• Coordinate travel arrangements to include travel, lodging, transportation, approvals, and other necessary forms (e.g., for foreign travel) and reimbursements.
• Assist in the fiscal administration of Center affiliated projects (e.g. Pilot Projects) including reviewing financial paperwork and submitting transactions for fiscal approval and processing.
• Communicate with vendors and independent contractors and the Administrator to ensure timely completion of necessary contracts and related documents to establish business relationships with SDSURF.
• Maintain internal fiscal files and tracking mechanisms to ensure proper and timely flow of purchases and payments.
• Assist with budget projections and budget adjustments.
• Support logistical aspects of incentive distribution for research conducted in affiliation with the Center.

Other Duties and Responsibilities as Assigned 15%

• Meet regularly with the Center Coordinators and PIs to ensure activities are on target and within established deadlines.
• Respond to emails and inquiries in a timely and professional manner.
• Attend CTE and community meetings, trainings, and classes, preparing agendas and minutes, as requested.
• Ensure compliance with SDSURF policies and procedures across all functions listed above.
• Train, assign, oversee, and review the work of part-time student assistants or volunteers.

Knowledge & Abilities

• Knowledge of and skill in standard office procedures and practices
• Knowledge of English grammar, spelling and punctuation
• Knowledge of Microsoft Word, Excel, PowerPoint, or related programs, and online databases to track data & provide reports
• Knowledge of writing and presentation fundamentals to effectively communicate standard information
• Ability to apply independent judgment, discretion and initiative to address problems and develop solutions
• Ability to perform standard business math, such as calculate ratios and percentages, track financial data and make simple projections
• Ability to schedule and assist in organizing special events, conferences, and meetings
• Ability to display flexibility and independently handle multiple work unit priorities and projects
• Ability to draft and compose correspondence, standard reports and spreadsheets
• Ability to use and quickly learn new office support technology systems and software packages
• Ability to display sensitivity toward individuals from underrepresented groups (i.e., disabilities, ethnic minorities, second language learners, veterans, international students, etc.)
• Ability to establish and maintain cooperative working relationships with individuals (i.e., students, researchers, community organization members) and employ appropriate accommodations to meet their needs
• Ability to communicate effectively, both orally and in writing, with CTE researchers and staff, students, and diverse community organizations
• Ability to understand, interpret and communicate procedures, policies, information, ideas and instructions
• Ability to be organized, meet deadlines, and display attention to detail
• Ability to understand and follow posted work rules and procedures

Minimum Education & Experience

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

Preferred Qualifications

• Bachelor’s degree in related field.
• Experience working in a non-profit, educational or research institute.
• Experience working with and sensitivity toward individuals from underrepresented groups (i.e., disabilities, ethnic minorities, veterans, etc.).
• Knowledge of the environmental impact of tobacco.
• Knowledge of current tobacco prevention or control efforts in CA.

Additional Applicant Information

• Candidate must reside in California or live in 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 EEO/AA/Disability/Vets/Title IX Employer.