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Administrative Support Coordinator II

Apply now Job no: 523635
Department: Academic Affairs
Work type: Staff
Location: Stanislaus - Turlock
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)

    • Position Summary
    • Classified as: Administrative Support Coordinator II (12 Mo)

      Full-time position available on or after March 6, 2023 for Academic Affairs.

      Under general supervision, the ASC II in the Office of Research and Sponsored Programs (ORSP) will assist with all grant development, submission, compliance, and post-award grant activities managed through ORSP. The incumbent will also serve as the coordinator of the Student Engagement in Research, Scholarship, and Creative Activities (SERSCA) Program and serve as a coordinator of the University Institutional Review Board (UIRB) and as the coordinator for the Institutional Animal Care and Use Committee (IACUC).

    • Job Duties
    • Duties include but are not limited to:
      • In consultation with the Director, leads the implementation of the Student Engagement in Research and Scholarly Activities (SERSCA) research programs.
      • Create and manage all SERSCA competitions.
      • Prepare and manage competitions in InfoReady online competition software.
      • Draft all SERSCA calls for proposals.
      • Prepare and implement marketing plan.
      • Manage monthly reporting and reconciliation of expenses.
      • Work with Faculty Affairs to hire students in the assistantship program.
      • Communicate with student assistant awardees regarding monthly payroll reporting.
      • Manage and report on program data.
      • Communicate with SERSCA awardees and faculty sponsors regarding award management.
      • Process direct pay forms for mini grant awards.
      • Advise SERSCA awardees on university travel procedures and use of Concur travel software.
      • Answer student queries regarding the SERSCA program.
      • Assist in the planning, promotion, and manages the annual event schedule of the Student Research Competition.
      • Oversee student employees on SERSCA social media (Instagram) promotion and post creation.
      • Supports grant and contract development, submission, and implementation.
      • Conducts funding searches in consultation with the director.
      • Perform electronic searches to locate specific funding opportunities.
      • Apprise the Director of new and developing funding opportunities.
      • Research and network with agency contacts to identify subject-specific, high-potential funding opportunities.
      • Maintain a calendar of prospective funding opportunities.
      • Compile and distribute monthly funding opportunities to campus community.
      • Perform literature searches relevant to the application and compiles other relevant background data.
      • Maintain and update university statistics and background information.
      • In consultation with the Director, assists faculty PIs with post-award activities.
      • Assist with purchasing activities (requisitions, supplies, materials).
      • Assist with processing Concur travel reimbursements.
      • Assist with navigating the hiring process for grant-funded students and special consultants.
      • Work with the Post-Award Grant Accountants to provide financial and budget updates on the awards.
      • Serve on the University’s Institutional Review Board (IRB) Team as an IRB Coordinator.
      • Intake IRB applications – enter into database, prepare tracking sheets, forward to IRB member for review.
      • Prepare and send approval letters.
      • Maintain monthly continuing review notices and alert investigators of protocol end dates.
      • Review and process protocol renewals.
      • Advise investigators on policy and procedural questions.
      • Attend and prepare minutes of monthly meetings.
      • Prepare/lead quarterly IRB workshop outreach to the campus community.
      • Serve as the University’s Institutional Animal Care and Use Committee (IACUC) Coordinator.
      • Intake all IACUC applications – enter into database, prepare tracking sheets, forward to members for review.
      • Prepare and send approval letters.
      • Organize the bi-annual IACUC review and facility inspection.
      • Advise investigators on policy and procedural questions.
      • Attend and prepare minutes of monthly meetings.
      • Assist with the facilitation of other research compliance issues.
      • Other duties as assigned.
    • Minimum Qualifications
    • Education:Completion of a high school program, technical/vocational program, or their equivalents.

      Experience:Several years of related office work experience.

    • Preferred Qualifications

      • Bachelor’s degree.
      • Experience working in a University environment.
      • Experience with university financial and travel procedures.
      • Demonstrated experiencing working on student programs.
      • Demonstrated success in developing, writing, and editing professional correspondence.
      • IRB administration, Animal Welfare Program administration, and other research compliance administration experience preferred.
      • Demonstrate excellence in oral and written communication skills.
      • Demonstrated expertise in using a computer, including excellent skills in Word, Excel, and Access.
      • Demonstrated working knowledge of techniques for information searching through electronic retrieval systems (i.e. internet) and verifying sources.
      • Demonstrated capacity for working successfully in a fast-paced deadline-driven office, with the capacity to prioritize in an environment with competing simultaneous demands.
      • Demonstrated capacity to be attentive to details on high-stakes projects.
    • Knowledge, Skills, Abilities

      • Experience to be fully functional in all technical aspects of work assignments.
      • Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
      • Thorough mastery of English grammar, punctuation, and spelling.
      • Thorough knowledge of office systems and expertise in using office software packages, technology and systems.
      • May function as the office information technology specialist. Ability to use and quickly learn new office support technology systems and software packages is a prerequisite.
      • Ability to independently handle multiple work unit priorities and projects.
      • Ability to interpret and apply a wide variety of policies and procedures independently, and use judgment and discretion to act when precedents or specific guidelines 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 operations and procedural problems and develop, recommend, and evaluate proposed solutions.
      • Working knowledge of budget policies and procedures.
      • Ability to perform business math, such as calculate ratios and percentages, track and analyze financial and/or 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.
      • A background check (which may include: fingerprinting, checks of employment records, education records, criminal records, civil records, motor vehicle records, professional licenses, and sex offender registries, as position requires) must be completed satisfactorily before any candidate can begin employment with the CSU.
    • Special Conditions
    • CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so.  Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at:
    • Salary Range
    • Anticipated salary will be $3,681 – $4,049 per month plus excellent paid benefits. Salary will depend on the qualifications of the successful finalist. (Full Administrative Support Coordinator II (12 Mo) range: $3,681 - $6,034 per month)
    • Compensation & Benefits
    • Commensurate with qualifications and experience.  As a member of the 23-campus CSU System, we offer an extremely competitive benefits package that includes, but is not limited to, outstanding vacation, health, dental, and vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 14 paid holidays a year. Link to (Bargaining Unit: 7) Benefits Summary: CSU Employee Benefit Summary

    • How to Apply
    •  To be considered, qualified candidates must submit a completed Stanislaus State online employment application, cover letter, and resumé. Applications are accepted electronically only.  Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration.  To apply online, please click the “Apply Now” button on this page.


      Applications will be processed in accordance with Article 9.3 of the CSU/CSUEU Memorandum of Understanding.  Preference will be given to qualified individuals currently employed at CSU Stanislaus in bargaining units 2, 5, 7, and 9 except when it is determined that it is necessary to appoint outside applicants to meet the best interest of the campus by obtaining specialized skills and abilities not available from current employees.

    • Application Deadline
    • February 7, 2023

    • Criminal Background Clearance Notice
    • Satisfactory completion of a background check (which includes checks of employment records, education records, criminal records, civil records; and may include motor vehicle records, professional licenses, and sex offender registries, as position requires) is required for employment.  CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information.  Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

    • Additional Information
    • Campus & Area

      California State University, Stanislaus serves the San Joaquin Valley and is a critical educational resource for a six-county region of approximately 1.5 million people. The University is fully committed to creating a culture of diversity and inclusion – one in which every person in the University community feels safe to express their views without fear of reprisal. Widely recognized for its quality academic programs, the University has 10 nationally accredited programs and 662 faculty members. 94 percent of full-time faculty holds doctorates or terminal degrees in their fields. The University offers 43 undergraduate majors, 16 master's programs, 7 post-graduate credentials, a doctorate in education and serves more than 10,000 students. New instructional facilities have been built for the unique pedagogy of professional programs, laboratory sciences and performing arts.

      Stanislaus State continues to receive national recognition with its ranking as one of the best 384 colleges in the nation by The Princeton Review. The University was one of 12 public universities in the nation to be recognized by the American Association of State Colleges and Universities for demonstrating exceptional performance in retention and graduation rates. In addition, U.S. News and World Report ranks Stanislaus State in its top 10 among public universities in the West, while Washington Monthly honored Stanislaus State as the West’s No. 1 university for the money. Stanislaus State also is recognized as a Hispanic-Serving Institution (HSI) by the U.S. Department of Education.

      Clery Act Disclosure

      Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the annual security report (ASR), is now available for viewing at The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Stanislaus State for the previous three years. A paper copy of the ASR is available upon request by contacting the office of the Clery Director located at One University Circle, Turlock, CA 95382.

      Equal Employment Opportunity

      The university is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, national origin, sex, sexual orientation, covered veteran status, or any other protected status. All qualified individuals are encouraged to apply.  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, revised 7/21/17, as a condition of employment.

      Applicants requiring necessary accommodations to the application process may contact the Human Resources Department at (209) 667-3351.  California Relay Service is available at (800) 735-2922 voice and (800) 735-2929 TDD.  As a federal contractor, we are committed to attracting a diverse applicant pool.  Please consider completing the Voluntary Self-Identification of Disability form (your response will not be shared with the search committee) at:  Voluntary Self-Identification of Disability PDF Form.

      CSU Stanislaus hires only individuals lawfully authorized to work in the United States.  In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

    • The individuals who appear to be the best qualified for this position will be contacted by telephone or email for an interview.



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