Administrative Lead, San Francisco/Peninsula K-16 Collaborative (Associate, Academic and Institutional Studies II) - Office of Research & Sponsored Programs/Graduate College of Education
Job No: 535725
Work Type: Staff
Location: San Francisco
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Temporary, Part Time
Administrative Lead, San Francisco/ Peninsula K-16 Collaborative
SF State University
San Francisco State 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. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.
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San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.
The person holding this position may be 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 a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.
Office of Research and Sponsored Programs/ Graduate College of Education
Position will end on or before February 28, 2025. Permanent status cannot be earned in this grant funded position. This Temporary appointment can be concluded prior to the stated temporary appointment end date, normally with a two-week notice period. Continuation of this temporary appointment is contingent upon grant funding.
Monday through Thursday; from 8:00 am to 5:00 pm
Anticipated Hiring Range
$5,600.00 Per Month at Part-Time (.80)
$7,000.00 Per Month at Full-Time (1.0)
Salary is commensurate with experience.
This position is the Administrative Lead and grant officer for the San Francisco/Peninsula K-16 Collaborative, assisting in shaping plans, reports, and activities to ensure that the requirements of funding agency is met. This position presents an exciting opportunity to make a difference in the educational opportunities for students across the region by supporting a major effort to develop career pathways. It also makes a significant contribution to improving the systems and interfaces between K-12 districts, community colleges, and universities. As a grant-funded position, this is a "temporary" position for 2.5 years, and is expected to end in June 2026. Under the general direction of the Principal Investigator (PI) who serves as Co-PI of the Bay Area K-16 Collaborative Grant, this position supports and oversees a broad scope of projects related to the day-to-day operations of the grant, including fiscal management, post-award coordination with ORSP, internal and external communications, website and social media, regional collaboration and event planning, meeting support, and data and fiscal reporting, as well as other duties and responsibilities that may arise as the grant is implemented. This position is responsible for recognizing and addressing issues or related problems and recommending lines of approach to incorporate solutions and strengthening the implementation of the grant projects.
- Responsible for day to day operations of the San Francisco/Peninsula K-16 Collaborative Grant Project;
- Collaborates on post-award processes and grant compliance activities with Co-PI and ORSP;
- Works with funding lead, Chabot Las Positas Community College District (CLPCCD) and with PI and Co-to ensure correct implementation of the grant;
- Collaborates with the grant "backbone" organization, Social Policy Research (SPR) as needed on communications, meetings, reports, data collection, and other activities;
- Monitors grant-related emails and calls, and responds to grant-related inquiries; maintains positive and responsive and timely communications with all grant participants;
- Is responsible for working with ORSP (Office of Research and Sponsored Projects) on all post-award activities;
- Develops working relationships with grant-related contacts and operational counterparts in the subrecipient organizations including K-12 districts, community colleges, and across campus at SFSU;
- Collaborates with each subrecipient Lead and their grant managers (SF State, CCSF, SFUSD, SMCCD, UCSF) and provides technical assistance around partner grant allocations and subrecipient awards; serves as a resource to all subrecipients around grant management.
- Maintains an updated contact list of all participants in the SF/P K-16 Collaborative grant project.
- Maintains files of all project materials, with document filing and storage on CLPCCD SharePoint site or other grant platforms, with a plan to keep all materials available after the life of the grant.
- Assists in shaping plans, reports, and proposals to ensure that the requirements of funding agency is met;
- Prepares draft reports summarizing SF/P Collaborative accomplishments; collaborates with Co-PI in completing and submitting the reports according to instructions from the funding lead CLPCCD;
- Collaborates with Co-PI on periodic communications to all grant participants and to supporters across the region; works with SFSU Strategic Marketing and Communications (SMC) to share grant highlights and accomplishments;
- Plans with the Co-PI then takes the lead on grant-related social media posts to maintain a regular presence online, including re-posting grant participant posts and posts from the grant lead CLPCCD;
- Posts information and updates to the Bay Area K-16 Collaborative web page for San Francisco/Peninsula; shares website information across the region and with grant participants;
- As a member of the Dean's Suite in the Graduate College of Education at SF State, maintains an efficient, organized, and welcoming office, and supports other staff as needed during office hours.
- Maintains regular office hours and a consistent schedule; is timely and reliable;
GRANT FISCAL MANAGEMENT
- Responsible for fiscal management of the San Francisco/Peninsula K-16 Collaborative Grant Project, under the supervision of the PI;
- Learns and accurately implements CSU and SFSU fiscal policies, procedures, and regulations; accurately uses SFSU's online platforms (DocuSign, Concur and all travel processes, and any other systems in use);
- Using established CSU and ORSP systems, prepares, processes, and reconciles all financial transactions including but not limited to invoices or payments related to the grant, travel, catering, space reservations, purchases, honoraria, equipment, and miscellaneous expenses;
- Oversees procurement process on behalf of the Co-PI within ORSP guidelines;
- Tracks and documents incoming grant funds through ORSP;
- Analyzes grant financial accounts for revenue and cost analysis, and budget allocations; maintains spreadsheets with accuracy and seeks assistance with difficult tasks;
- Works with Co-PI to create and implement an online system for tracking and monitoring the subaward and subrecipient awards on a weekly and monthly basis, to facilitate reporting and assure accuracy of all transaction; advises Co-PI on budget, and makes recommendations on revenues and expenditures;
- Receives and processes invoices from subrecipients, maintains accessible and accurate records; - Produces spreadsheets, charts, and presentations to update the Co-PI and to facilitate the implementation of the grant, and provides financial data as needed for grant reporting;
- Conducts periodic fiscal reviews and projects future budget plans based on the initial grant budget;
SUPPORTING REGIONAL COLLABORATION and All Grant Activities
- Keeping with vision and purpose of the grant in mind, collaborates with the Co-PI and all grant participants as needed and coordinates across activities where appropriate; understands the goals and outcomes of this work and contributes creative ideas in support of the SF/P K-16 Collaborative;
- Develops positive working relationships with grant-related contacts and operational counterparts in the sub-recipient organizations including K-12 districts, community colleges, and across campus at SFSU;
- Convenes and coordinates monthly meetings of the Collaborative Leadership Council, and staffs the meetings by sending invitations, reserving meeting spaces, creating Zoom meetings, creating the agenda with the Co-PI, taking meeting notes, and distributing and storing all meeting materials;
- Pathway Design Teams: For each of three PDT monthly meetings or other activities, create invitations and reminders, secure meeting space or Zoom meetings, arrange catering with contracts and payments made; meeting materials prepared in advance, follow-up communications and materials, planning with team leads and the Co-PI, and other activities needed to support the Pathway Design Teams;
- Data Summits: Assists the Co-PI with planning, implementation, and follow up on each summer Data Summit, including invitations and Zoom set-up, meeting notes, summary reports, spreadsheet support, and sharing all follow up information;
Other duties as assigned
At All Times
- Demonstrate behaviors that are in line with the User Friendly Principles (P530C) and Principles of Conduct for a Multi-Cultural University (P30D)
- Demonstrate safe work practices for oneself, others and the office environment.
Knowledges and Abilities:
General knowledge of administrative survey principles and techniques and skill in their application; general knowledge of principles of organization and management; thorough knowledge of the subject area of the assignment; working knowledge of statistical methods. Ability to relate the overall objectives and policies of the Trustees, the Office of the Chancellor and the administration and faculties of the campus to analytical and research studies; ability to see the interrelationships within and among the various educational, administrative and fiscal programs on the campuses; sensitivity to the special needs of various campuses because of different size, location, characteristics and circumstances; ability to approach problems objectively; ability to present findings and recommendations clearly and diplomatically and to reconcile, to the extent possible, various divergent points of view; ability to utilize complex statistical and other types of research methods; ability to draw conclusions and develop recommendations, to prepare written reports, and to develop and level contacts including the leading of meetings and negotiations
Four years of progressively responsible administrative, technical, or professional analytical experience which demonstrates ability to conduct substantive surveys and studies of problems and issues in assigned areas.
The rank of Associate Professor or higher in a four-year college or university and demonstrated experience in research or special study work may be substituted for the four years of experience.
Equivalent to graduation from a four-year college or university.
- Experience with managing grants or other complex fiscal and outcomes-based projects from planning through implementation and reporting;
- Experience working in educational settings such as K-12, community college, or universities;
- Collaborative and collegial in all aspects of the work;
- Core Competencies - embody the following competencies:
- Bias toward collaboration and teamwork.
- Effective oral, written and nonverbal communication skills.
- Customer/Client Focus with an emphasis in problem solving and resolution.
- Personal effectiveness and credibility as demonstrated by interpersonal and professional confidence.
- Diversity and inclusion.
The person holding this position is considered a "mandated reported" 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 July 31, 2017 as a condition of employment.
This position requires the successful completion of a background check.
Eligibility to Work
Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.
Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.
We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employee.
CSUEU Position (For CSUEU Positions Only)
Eligible and qualified on-campus applicants, currently in bargaining units 2, 5, 7, and 9 are given hiring preference.
SF STATE IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS).
Thank you for your interest in employment with California State University (CSU). CSU is a state entity whose business operations reside within the State of California. Because of this, CSU prohibits hiring employees to perform CSU-related work outside of California with very limited exception. While this position may be eligible for occasional telework, all work is expected to be performed in the state of California, and this position is assigned to on-campus operations.
CSU strongly encourages 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 are encouraged to comply with this requirement. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to firstname.lastname@example.org.
The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.
Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time.
To apply, visit https://careers.pageuppeople.com/873/sf/en-us/job/535725/administrative-lead-san-franciscopeninsula-k16-collaborative-associate-academic-and-institutional-studies-ii-office-of-research-sponsored-programsgraduate-college-of-education
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