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.
The Administrative Support Coordinator provides support to the Director of the Center for Latin American Studies. The Administrative Coordinator’s work is supervised by the Director and should be carried out within the policies set by the Center and the Director. This position requires fluency in English and Spanish and working knowledge of Portuguese.
The position is responsible for office management and clerical operations necessary for assisting in accomplishing the administrative requirements of the Center. These include: planning and managing budgetary and fiscal matters, course scheduling, processing paperwork for faculty appointments, interpreting academic and administrative regulations and policies, gathering data for grant and fellowship applications, assisting with the preparation and administration of grant proposals, assisting committees, hiring and supervising student employees, overseeing the maintenance of the department's web site, planning and organizing events, and securing visas and other documents for international visiting scholars. The position also assists the Director in the development of publicity materials, the development and maintenance of links with external institutions, and the coordination of efforts between the Center for Latin American Studies and other organizations.
Anticipated Hiring Salary Range: $2,846 - $2,931 per month (CSU Classification Salary Range: $2,846 - $4,619 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.
- Ensure that the office is open and staffed at all times during designated operating hours.
- Ensure that students and faculty receive prompt and courteous assistance when they call or come into the office.
- Serve as liaison between students and other SDSU departments that provide instruction for CLAS.
- Ensure that visiting scholars, dignitaries and other guests from Latin America or the Latin American community receive prompt and courteous assistance when they call or come into the office in the language they are most comfortable speaking.
- Monitor workflow in the office according to priorities set by the director.
- Maintain an efficient system of records and files, protecting the security of records and correspondence. Make available all records to those who have the authority to use them. Monitor security of all offices and equipment.
- Recommend to Director, when necessary, student support positions for the center. Interview and recommend student employees to Director.
- Student Employees: Under the supervision of the Director, recruit, train, and supervise student employees.
- Coordinate requests of faculty, students, and general public who contact the Center. Provide information and assistance as needed to respond to requests from students, faculty and staff, while maintaining appropriate confidentiality of student, staff, and faculty information.
- Facilitate on-line student faculty teaching evaluation process.
- Research student information on-line using SIMS.
- Assist faculty and students with procedures and paperwork for web grades, add codes, incompletes, withdrawals, grade changes, etc.
- Assist faculty with WebPortal issues and reset faculty passwords as necessary.
- Provide students with information regarding the procedures and regulations for the Latin American Studies major or minor, internship programs, and study abroad programming.
- Assist the Director in researching projects related to the center’s mission, including preparation of proposals for academic reviews and administrative reports. Under the direction of the Director assist faculty members in research projects related to the center’s mission, including, curriculum, preparing reports, General Education evaluations, assessment.
- Assist the Director in gathering and preparing the data necessary for successful grant or fellowship assistance from both public and private institutions and foundations.
- Work with indigenous language faculty throughout Latin America by preparing materials and schedules required for the courses they will teach on campus and in international locations.
- Maintain and update website and other social media to assure that all events, opportunities, research, student accomplishments, and more are readily available for the larger community.
Typing and Filing
- Prepare syllabi, course work and exams for faculty as requested and in a timely manner. Supervise student workers’ clerical duties, which include word processing, scanning, copying, etc.
- Responsible for duplication of classroom and other materials using optimum method (Risograph, copier, etc). (May be delegated to student employee.)
- Respond to requests fairly and without favoritism. Post clearly all deadlines for word processing requests and reproduction of examinations and other materials.
- Update the center's records and files, including a written index and/or instructions, on a continual basis for easy retrieval. Suggest improvements in organization of files, and alert the director where documents may be missing or need to be updated.
Telephone and Reception
- Answer phones, assist visitors and callers, and train and monitor student workers to do the same. Ensure that someone is always available to answer phones during business hours, and that they perform this function effectively and courteously.
- Establish voice mail for faculty and train in voice mail usage.
- Arrange times, rooms, and other details for meetings and distribute meeting information promptly.
- Ensure that faculty are promptly informed of telephone or walk-in messages.
- Open the director’s incoming official, but not personal, mail and handle according to his or her general directions. Answer requests for public and inter-office information, draft responses for the director’s review, route mail to others where appropriate, note deadlines and attach backup material for the director’s information.
- Responsible for timely and efficient out-going mail processing, and for distribution of all mail. (May be delegated to student employee.)
- Responsible for preparation of bulk mailings, fliers, newsletters, etc.
- Maintain confidentiality for all communications.
- Coordinate application process for graduate fellowships, travel grants, and summer scholarships. Advertise funding opportunities on campus, receive and file all applications, verify eligibility of the applicants, process required paperwork to ensure recipients receive their fellowship/scholarship awards, monitor the progress of the students, request and file the students' final reports, and maintain an up to date list of past recipients with current addresses.
- Assist with the Center's applications for funding from the U.S. Department of Education (National Resource Center and Foreign Language and Area Studies programs), Tinker Foundation, and from other entities. Gather data from numerous units on campus, provide word processing and document formatting, as well as assistance with the development of budgets. Coordinate with consortium partners on the collection of same data for their campus and produce final merged data for use in grant applications. Contact other partners for information on coursework, faculty, and student enrollments (to include California Western School of Law, Colegio de la Frontera COLEF, and UCSD).
- Provide translation service when necessary for Spanish speaking guests.
- Assist with community outreach as specified by the Center's Director. Schedule meetings and events: Arrange times, rooms, catering, technical assistance, and other details as necessary. Produce and distribute promotional flyers and announcements, provide press release information and post on appropriate websites. Arrange for additional support services from campus or outside vendors when needed. Advertise events and notify participants in a timely fashion.
- Coordinate IRA and/or Student Success Fee events and other speaker series to include room arrangement, reception and catering, technical assistance, travel arrangements, visas, and transportation to and from airport when necessary.
- Coordinate commencement reception for LAS graduates.
- Coordinate SDSU-COLEF graduate student and faculty exchange program for both incoming and outgoing students each semester. Collect, process, and distribute student applications and coordinate review committee; assist students with visas and course scheduling.
- Conduct information sessions for summer study abroad programs, funding opportunities, and the semester abroad at COLEF.
- Promote and coordinate the CLAS Study Abroad Summer Programs. Serve as primary point of contact for all study abroad participants.
- Assist the Director in the development of publicity materials, the development and maintenance of links with external institutions, and the coordination of efforts between the Center for Latin American Studies and other organizations.
Budgets and Inventory
- Maintain and reconcile the Center's state and foundation accounts using Oracle and Banner databases. Provide monthly reconciliations to the director. Budgets include: temporary faculty, supplies and services, student assistants, work-study, and foundation accounts.
- Administer grant accounts to assure compliance and appropriate expenditures. Monitor student funding, final reporting, and annual reports to funding agencies.
- Create purchase requisitions, prepare check requests and reimbursement claims.
- Order supplies and services as required; maintain inventory of most needed supplies. Prevent use of supplies by students or others not connected with operations of the center. Ensure that supplies for part-time faculty are sufficient.
- Maintain equipment and computer inventories and arrange for repairs and updating. Monitor security of all office equipment.
- Serve as Inventory Coordinator for Center. Enter and maintain all equipment records on online database. Keep records of all equipment loans.
- Prepare student assistant and work study payroll rosters and documents. Make these available in clear and organized form to the director.
- Prepare monthly attendance reports for faculty; submit to the director for review and signature; and then submit to the Center for Human Resources.
- Maintain inventory of faculty offices and office assignments. Forecast office needs with regard to newly hired and departing faculty.
- Prepare travel requests, maintain travel records, and submit reimbursement requests in a timely and accurate manner.
Scheduling, Staffing, and Curriculum
- Gather information for the director on class needs, teaching preferences, staffing and room allocations, and other tasks associated with planning a class schedule for both the regular school year and summer classes.
- Create schedules for classes: timely and accurate entry of center’s online class schedule, prepare faculty workload reports and class schedule forms. Proofread online schedule for errors and conflicts, proofread printouts, and using input from faculty and the director, amend the schedule as needed. Make changes known to those affected in a timely fashion.
- Calculate dollar cost of staffing and FTEF staffing, to ensure that class schedule does not exceed allocations.
- Inform faculty and visiting scholars of possibility of room changes before and after beginning of classes and negotiate for additional and substitute classrooms as needed. Ensure faculty is informed of possibilities to upgrade or change classrooms if the room assigned does not meet the needs of their class.
- Prepare and post flyers regarding classes. Contact other departments that may have students interested in Latin American Studies classes.
- Assist with the preparation of catalog updates, curriculum proposals, and new program proposals.
- Faculty Appointments (full and/or part-time lecturers): Prepare appointment forms; provide new faculty with office space, materials, keys, and general orientation information as needed. Set up and maintain personnel files, preserving their confidentiality.
- Manage Adjunct Faculty appointments, annual contract renewals, library access, Red IDs, and personnel files.
- Prepare faculty evaluation reports for review by RTP committee.
- Administer web-based faculty evaluations for students each semester.
- Assist faculty on various software programs. Troubleshoot computer hardware, software, and e mail problems; arrange for installation of new equipment and repairs.
- Prepare the following reports/projects: FAD, Supervision, Assigned Time, and other reports or projects related to scheduling and staffing as stipulated by the director, college, or university.
- Prepare and file the center's Confidential Data Access roster and supporting memo.