A completed application is required in order to be considered for this position.
San Diego State University is the oldest and largest higher education institution in the San Diego region. Since its founding in 1897, SDSU has grown to offer bachelor's degrees in 91 areas, master's degrees in 78 areas and doctorates in 22 areas. SDSU's approximately 35,000 students participate in an academic curriculum distinguished by direct contact with faculty and an increasing international emphasis that prepares them for a global future.
SDSU is a large, diverse, urban university and Hispanic-Serving Institution with a commitment to diversity, equity and inclusive excellence. Our campus community is diverse in many ways, including in terms of race, religion, color, sex, age, disability, marital status, sexual orientation, gender identity and expression, national origin, pregnancy, medical condition, and covered veteran status. We strive to build and sustain a welcoming environment for all.
SDSU is seeking applicants with demonstrated experience and/or commitment to teaching and working effectively with individuals from diverse backgrounds and members of underrepresented groups.
Full-time, permanent (probationary) position.
Under general direction from the Department Chair, this position has primary responsibility for providing administrative support to four faculty members who coordinate the Biology, Ecology and Evolutionary Biology joint doctoral programs, and the master’s program. This position is also responsible for administrative support of the Field Stations Program. The incumbent is the primary contract for the Field Stations Program and 15% of the incumbent’s effort includes program support and budget maintenance for the FSP.
Anticipated Hiring Salary Range: $3,115 - $3,300 per month (CSU Classification Salary Range: $3,115 - $4,913 per month). The competitive salary is determined by the education, experience, and qualifications the candidate brings to the position, internal equity, and the hiring department's fiscal resources.
Joint Doctoral Program (JDP) Support:
Biology JDP – 5%
TA/GA and fellowship assignments (works with Associate Chair & Chair to ensure efficient scheduling of 30-40 TA slots each semester)
Ecology JDP – 40 %
Primary Administrative Support Coordinator for Ecology JDP. For Ecology JDP, serves as primary person of contact between Department and the SDSU Graduate Division; and Department and the Graduate Division at UC Davis. Must become knowledgeable of JDP rules and regulations at SDSU and UCD. Occasionally (1-2 times per year), there may be a need to travel to Davis to participate in informational meetings and orientations, and/or participate in local after hour events (e.g., orientations)
Ecology JDP student recruitment, including advertising, processing ~50 applications per year, interfacing with the executive committee to facilitate application review and development of prospective student databases, as well as maintenance of current student databases
Serves as primary person of contact between Department and the SDSU Graduate Division; and Department and the Graduate Divisions at UCSD, UCD and UCR.
TA/GA and fellowship assignments (works with Associate Chair & Chair to ensure efficient scheduling of 15-30 TA slots each semester)
Evolutionary Biology JDP – 5%
TA/GA and fellowship assignments (works with Associate Chair & Chair to ensure efficient scheduling of 10-15 TA slots each semester)
Masters Programs Support:
Masters Programs in Biology & Microbiology (Bio MS) – 20%
Biology Department MS student recruitment, including advertising, processing 100-150 applications per year, interfacing with the executive committee to facilitate application review and development of prospective student databases, as well as maintenance of current student databases
TA/GA and fellowship assignments (works with Associate Chair & Chair to ensure efficient scheduling of 50-60 TA slots each semester)
Also oversees the following for all of Department’s graduate programs: 15%
Maintenance and reporting of the graduate student salary and support budgets (maintains budget spreadsheets separate from Department faculty budget); prepares grad student ATFs and STCs for grad programs; serves as liaison between Department Chair, Associate Chair, faculty graduate coordinators, and department coordinator
Maintains tracking spreadsheet of grad student progress in each program (track status of coursework, proposals, qualifying exams, thesis & dissertation projects of each student)
In cooperation with the Department Chair, Associate Chair, department coordinator and the faculty graduate coordinators, schedules courses and seminars
Assists the faculty graduate coordinators in tracking the students who complete the programs (maintain contact database and sends out yearly communications with previous students in order to maintain up-to-date tracking information)
Student Travel Coordinator. Associated with maintaining the grad student budgets and activities within each of the graduate programs
Faculty Search Recruitment (responsibilities shared with current confidential II position and one of our ASA II positions). Not a regular responsibility of this position, but in some academic years when multiple faculty job searches are being conducted within department, this individual may need to provide administrative assistance to faculty job searches.
Field Stations Program (FSP) Budget Support:
Facilitate maintenance of budgeting and accounting systems for the management of General Fund, Reimbursed, Trust, and Research Foundation accounts associated with FSP. Using Oracle, PI Profile, and Excel, the incumbent maintains and processes records of all fiscal transactions for the program utilizing computer spreadsheets; provides information and keeps historical records related to the budget; answers inquires related to fiscal records; issues purchase requisitions; check statements/invoices for accounting; prepares complex budget reports to inform and advise the Associate Dean and the Field Stations Board of account balances and budget.
Assist with processing of purchase requisitions and reimbursements for services and supplies according to university and funding guidelines, and provides general clerical support functions for the FSP.
Knowledge, Skills & 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.
Working knowledge of budget policies and procedures.
Ability to draft and compose correspondence and standard reports.
Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
Thorough mastery of English grammar, punctuation, and spelling.
Expertise in using office software packages, technology, and systems.
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.
Experience and Education
Entry to this classification requires a fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Some positions may require a knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite.
These qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.
Proficiency with MicroSoft Word and Excel. High degree of professionalism, initiative, attention to detail, and accuracy, along with the ability to organize and implement projects in a proactive manner. Must take initiative and be self-directed with a problem solving focus.
The incumbent must have excellent interpersonal, public speaking, telephone and written communication skills, as well as the ability to communicate effectively with students, staff, faculty, and administrators on multiple campuses. The incumbent must be detail-oriented, have appropriate analytical skills and a thorough understanding of the processes underlying graduate education in the biological sciences.
Experience developing, updating, and managing large budget spreadsheets, charts and graphs.
Experience working in a higher education or public sector setting.
Experience working in an academic setting. 2-4 years of related experience.
Knowledge and understanding of University policies and procedures as related to this position, experience coordinating with SDSU departments, SDSU Research Foundation, and outside agencies is preferred.
Ability to understand and use Oracle and PI Profile.
Knowledge of other databases (e.g., Microsoft Access, SQL) is also preferred.
To apply for this position please select the link below:
You must submit your application by clicking on the "Submit" button by midnight PST on Monday, July 25, 2016. The on-line application should be completed in detail. COMPLETION OF THE ONLINE APPLICATION IS REQUIRED FOR CONSIDERATION, A RESUME ALONE WILL NOT SUFFICE.
To apply for this position, please click on the "Apply Now" button on this page. You must submit your application by clicking on the "Submit" button. If you need assistance completing your application there are instructions available on the Employment Opportunities Website.
Applicants with disabilities requiring special attention arrangements may call (619) 594-7099.
SDSU employees are required to sign an Oath of Allegiance.
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.
This position may be funded by a qualifying federal contract, requiring new hire employment verification to be processed through the E-Verify program administered by the Department of Homeland Security, U.S. Citizenship and Immigration Services (DHSUSCIS), in partnership with the Social Security Administration (SSA).
This position may be a "designated position" under the Conflict of Interest Code. Candidates accepting a "designated" position will be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.
Employees who are required to operate motorized vehicles and/or use their personal vehicle more than once a month on University business are required to take a mandatory Defensive Driving course and enroll in the DMV Employee Pull Notice (EPN) Program.
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
Equal Employment Opportunity
SDSU is an equal opportunity employer and does not discriminate against persons on the basis of race, religion, national origin, sexual orientation, gender, gender identity and expression, marital status, age, disability, pregnancy, medical condition, or covered veteran status.
Since it was founded in 1897, San Diego State University has grown to offer bachelor's degrees in 91 areas, master's degrees in 78 areas and doctorates in 22 areas. SDSU's approximately 35,000 students participate in an academic curriculum distinguished by direct contact with faculty and an increasing international emphasis that prepares them for a global future. SDSU's annual economic impact to t...he state of California is $6.5 billion, according to an impact report done by the California State University in 2010.Of SDSU's 280,000-plus alumni, approximately 60 percent live in San Diego. They comprise more than half the region's engineers, teachers, entrepreneurs and the local workforce for a host of other industries.San Diego State University is a community diverse in race, ethnicity, language, culture, social class, national origin, religious and political belief, age, ability, gender, gender identity and expression, and sexual orientation. As a university committed to learning in all its forms, San Diego State University recognizes the need to attract and retain a critical mass of diverse persons who will advance its goals and ideals.