Apply on Employer Site

San Diego State University · 1 month ago

Technical Administrative Coordinator

San Diego, CA

Full-time

Onsite

Mid Level

$32/hr - $34/hr

3+ years exp

San Diego State University is a premier public research university, and the SDSU Research Foundation supports its research objectives. The Technical Administrative Coordinator is responsible for managing recruitment and onboarding processes, coordinating development and evaluations, and enhancing operational efficiency through data systems and project management.

EducationSustainabilityUniversities

Responsibilities

Manage “rolling recruitment and onboarding” - multiple candidates simultaneously at various stages of application, interviewing, and onboarding processes (approx five new hires added to queue per month)

Serve as the first point of contact for service providers by responding to inquiries, coordinating interviews, communicating with candidates, and facilitating a smooth onboarding experience in partnership with the Development Operations Coordinator

Prepare applicant packages for the Development Operations Coordinator, support evaluation of qualifications, schedule initial observations to assess skills, and participate in observations

Support service provider internal recruitment process to expand service provider trainer pool for identified workforce development deliveries

Develop and deliver training modules in collaboration with the Systems and Evaluation Teams specific to our technical platforms to increase understanding and usability of Academy processes and systems among our service provider pool

Aggregate data from Qualtrics and coordinate performance evaluations according to the evaluation schedule (approx. five sessions per month)

Support the WMD Manager and Development Operations Supervisor with service provider transitions to ensure consistency and follow protocols for smooth transitions

Optimize and maintain the applicant management system, using software solutions (Trello/Zoho) to track applications. Ensure the Academy website is current with clear instructions and recruitment criteria for submissions and onboarding resources

Set up and manage service provider profiles and personnel records (approx. 120-140 service providers) in Customer Relationship Management (CRM) systems, including Access Planit, CACWT, Google Drive, and our Academy website, ensuring data accuracy and quality record keeping; maintain email distribution list

Collaborate with Fiscal/Contracts, Systems, and Program teams (e.g., Operations) to facilitate continuous quality improvement practices that keep profiles and records current, including maintaining contact info, templates, notes, rates, etc., in Access PlanIt, and developing and managing resources on the Academy website

Serve as a liaison with the Academy’s Fiscal/Contracts for service provider classification processes and job status changes to complete onboarding and separation processes

Collaborate with the Systems Team to support the configuration and maintenance of new tech platforms, provide technical support for WMD software systems, and cross-train team members

Establish and maintain an annual view of key WMD projects and activities, provide administrative and operational coordination, manage scheduling, and keep team members informed about events, deadlines, and requirements

Support the planning and organizing of WMD-led events (e.g., Facilitator Forums and Training for Training Deliveries) and staff development activities

Participate in the review of the Facilitator Annual Survey data to inform future recruitment needs

Process and set up observations of classes through the Zoho ticket system

Support team with copywriting, editing, and designing various materials related to service provider and Academy staff engagement

Gather and synthesize information from the WMD team to draft, finalize, and distribute communication via MailChimp to our facilitators (staff facilitators and service providers)

Monitor team communication topics and draft regular updates for the Hub to keep staff informed of ongoing work

Create and maintain the Policies and Procedures for the activities that you oversee

Perform other duties as assigned which are in the best interests of the Academy for Professional Excellence

Travel to off-site locations for Academy and Program meetings (primarily in Riverside and San Diego)

Qualification

RecruitmentOnboardingCustomer relationship managementProject managementData systems optimizationTechnical writingCultural responsivenessInterpersonal communicationDetail-orientedTeam collaborationProblem-solving

Required

Ability to lead recruitment and onboarding practices with a relational lens

Strong interpersonal communication skills (verbal, written, and visual design) that are responsive to diverse engagement styles

Strong writing and editing skills with the ability to synthesize and convey information in a concrete and easy-to-follow manner

Strong ability to liaise between teams across divisions and programs and external partners

Strong ability to use project management software and/or customer relationship management (CRM) platforms (e.g., Trello, Access PlanIt, Zoho solutions)

Demonstrated knowledge of administrative and clerical procedures and systems such as word processing, managing electronic files, records, correspondence, and databases

Self-starter and comfortable working both independently and collaboratively on teams

Ability to take ownership of projects and drive task completion

Ability to handle multiple, simultaneous projects of varying nature, content, and complexity and meet deadlines

Have a talent for creating and maintaining systems and efficient processes

Ability to cope with uncertainty or ambiguous situations

Detailed-oriented with the ability to be accurate and consistent

Skilled at tracking and following up to ensure processes are implemented and maintained

Ability to demonstrate a high level of cultural responsiveness

Ability to interact effectively with coworkers, partners, stakeholders, and potential customers

Ability to display organization, meet deadlines, display detail orientation, possess good judgment and critical thinking

Ability to understand and follow posted work rules and procedures

Equivalent to a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices or programs

3-years of progressively responsible experience in an office or administrative environment