Assistant Program Coordinator

Overview

The salary range for this position is $24.00 - $26.00 per hour and is non-negotiable.

The unit is the Institute for Transformative Education (ITE) in the School of Teacher Education, College of Education. The ITE provides low-income and first-generation high school and undergraduate students education opportunities that build skills and motivation to attend and be successful in a postsecondary program of education. The ITE projects operate under a complex regulatory environment and require detail to participant services and thorough recordkeeping and data management activities to meet the agreed-upon assurances for each grant and maintain general integrity of the ITE services. The Assistant Program Coordinator position serves the TRIO Talent Search (TRIO TS) grants and Lemon Grove Tutoring Project (LGTP).

Under direct supervision of the Interim Executive Director, the Assistant Program Coordinator assists the program and staff to meet the objectives of TRIO Talent Search and Lemon Grove Tutoring Project. The incumbent works collaboratively with the TRIO TS and LGTP team to provide TRIO TS Services in six school districts serving 10 high schools and 12 middle schools and provide LGTP tutoring services to one middle school and one elementary school. The incumbent is required to visit schools regularly to ensure proper delivery of services, monitor advising and tutoring staff performance, and assist with the collection and compilation of participant documentation The incumbent is responsible for keeping complete, accurate and verifiable records of program documentation on eligibility and academic progress for participants as required by Federal regulations and EDGAR.

Responsibilities

Program Planning and Implementation (40%)

The Assistant Administrative Program Coordinator assists and supports the Interim Executive Director in the management of the TRIO TS and LGTP by:

• Arrange annual meetings at the schools and accompany the Interim Executive Director to the meetings.
• Coordinate with TRIO academic advisors, school counselors, teachers, and administrators to generate an applicant pool of TS-eligible middle and high school students, foster youth, and those at most risk of not graduating with a high school diploma.
• Assist in planning, coordination, and execution of program activities.
• Support systems so that program goals and objectives are met within the required time
• Work collaboratively with ITE staff to create smooth communication and cooperation between program staff, other outreach support programs and school partners.
• Maintain calendars for program staff, schedule meetings, prepare meeting rooms, and verify
• Keep project logs and tracking systems up to
• Assist with identifying and resolving workflow problems to improve operational
• Posts tutoring positions annually to recruit and hire SDSU undergraduates to be tutors in for TRIO TS and LGTP.

Program Management (55%):

The Assistant Administrative Program Coordinator assists and supports the Interim Executive Director in the management of the TRIO TS and LGTP by:

• Maintain a presence on campus or in the field at middle and high schools Monday-Friday from 8:30am-5:00pm. Attend and actively participate in weekly team meetings and monthly ITE Staff meetings.
• Assist with the management of academic advising and tutoring components of TRIO TS and LGTP
• Collect information and key points of contact for each school and resources at the school that are available to students.
• Maintain up to date academic and administrative records for TRIO TS students, support compliance with federal documentation standards.
• Document progress toward meeting TRIO TS and LGTP project objectives by assisting with the tools and documents to collect data needed to report annually.
• Collaborate with the Compliance and Evaluation Specialist in the process to improve data collection such as updates for forms and systems for student participants and staff.
• Serve as a liaison between program staff and other student support services providers at the school sites.
• Establish and maintain cooperative working relationships with a variety of individuals and groups on and off school sites and campus to promote programs.
• Serve as the TRIO TS and LGTP representative to the Communications Team and provide support on collaborative efforts for program public relations.
• Revise and distribute program materials such as brochures, applications, forms, newsletters, and
• Create graphics as needed under the direction of program
• Compose correspondence as needed.
• Request keys and track office keys for
• Maintain office supply inventory and coordinate procurement of materials and
• Assist with fiscal documentation including purchase requisitions, disbursements forms, cash advances and clearing and tracking reimbursements requests.
• In collaboration with the ITE Programs, plans the implementation of Destination: College and Career and the six-year Alumni follow-up required by the funding agency.
• Filing and data entry for student participant information.

Other Duties as Assigned (5%)

Qualifications

MINIMUM EDUCATION

• High school diploma or equivalent

MINIMUM EXPERIENCE

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

QUALIFICATIONS AND SPECIAL SKILLS

• One to three years of administrative and/or program management experience.
• Ability to apply independent judgment, discretion, and initiative to address problems and develop solutions.
• Thorough written and oral communication skills with a solid foundation in grammar, spelling, and punctuation.
• High-level skills in Microsoft Office Suite and Google Suite.
• Well organized, ability to meet deadlines, and detail-oriented.
• Possess good judgment, common sense, and a strong sense of confidentiality.
• Competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions.
• Experience working in teams, coordinating projects across separate units, and demonstrating strong interpersonal skills.
• General knowledge of administrative conventions.
• Contextual knowledge necessary for interpreting applicable regulations and guidelines as they relate to federal, state, higher education, and public school settings.
• Sensitivity to confidentiality of personal data.

PREFERRED QUALIFICATIONS AND SPECIAL SKILLS

• Bachelor’s degree or commensurate experience.
• Knowledge of and experience with low-income and first-generation-college populations.
• One to three years of experience working with middle and/or high school administrators, teachers and/or students.

ADDITIONAL APPLICANT INFORMATION

• Candidate must reside in California and live within a commutable distance from SDSU at time of hire.
• Job offer is contingent upon satisfactory clearance based on background check results (including a criminal record check).
• San Diego State University Research Foundation is an equal opportunity employer. Consistent with California law and federal civil rights laws, SDSU Research Foundation provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin or any other categories protected by federal or state law.
• Employment decisions are based on an individual’s qualifications as they relate to the job under consideration. Our commitment to equal opportunity means ensuring that every employee has equal access to resources and support.
• SDSU Research Foundation complies with Titles VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), and other applicable state and federal anti-discrimination laws including grant or contract terms and conditions related to funded program activities. Further the SDSU Research Foundation maintains a Nondiscrimination Policy that prohibits discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of unlawful discrimination, harassment, and retaliation in all programs, policies, and practices.
• SDSU Research Foundation makes all employment decisions including, but not limited to, applicant screening, hiring, promotion, demotion, compensation, benefits, disciplinary actions, and terminations on the basis of merit.