SDSU Research Foundation
Administrative Support Assistant I
SDSU Research Foundation, San Diego, California, United States, 92189
Overview
This position is the
Administrative Support Assistant I
at
SDSU Research Foundation . The role supports two NIH-grant-funded projects within the Institute for Behavioral and Community Health (IBACH): Fe en Accion and Conmigo. It is a hybrid position with 80% of weekly activities in-person at our offices in Kearney Mesa and additional in-person expectations to support special events. Organization details: IBACH is a non-profit research institute under SDSU Research Foundation in San Diego, California. It partners with researchers, practitioners, and policymakers to advance health equity through community-engaged research and training for the next generation of researchers. The position involves general office support, coordinating administrative tasks, and ensuring project workflows meet deadlines, in accordance with SDSU Research Foundation policies. Compensation: $19.00 per hour, 30 hours per week, non-negotiable. This position is open until filled with an initial application review after 4:30 pm on November 4, 2025. Responsibilities
Coordination of Meetings and Events (40-45%)
Schedule and set up meetings and conferences Solicit attendee availability Reserve conference or meeting rooms at IBACH or off site Send meeting confirmations and reminders Attend team and investigator meetings to record minutes; prepare minutes and distribute them Make travel arrangements for faculty and staff; arrange lodging and transportation; process travel payments and reconcile expenditures Support institute-wide special events and prepare checklists/protocols for events Coordinate room reservations, catering, and communications with speakers and vendors Maintain rapport with diverse teams and partners during meeting coordination Supporting Student Research Assistants and Staff (20-25%)
Coordinate intake and reporting for personnel and volunteers, complete onboarding paperwork, ensure eRA Commons IDs are set up Provide orientation to the project and facilities, workflows, and expectations Coordinate and maintain records for staff, space, telephones, and office keys Update directories and maintain volunteer/personnel databases Arrange for repair/maintenance of equipment and issue access as needed Assist students and connect staff with IT and payroll support as needed Support a welcoming environment for new team members Ordering and Purchasing (15-20%)
Maintain inventory of equipment and supplies; purchase as needed Research prices and purchase office furniture and supplies Create/modify documents and forms using Word, Excel, and Adobe Prepare expenditures justifications and obtain required approvals General Administrative and Hospitality (10-15%)
Perform general clerical duties (copying, faxing, mailing, filing) Maintain organized records and support office coordination Maintain calendars and coordinate workflow and meetings Greet visitors, answer phones, and manage mail and deliveries Provide project-based support and translation of documents for dissemination to Spanish-speaking community Other Duties and Responsibilities (5%)
Qualifications
Required Minimum Education
High school diploma or equivalent Required Minimum Experience
Previous experience in an office or administrative environment Preferred Qualifications
Prior experience in an administrative role Prior experience at an academic research institution Bilingual Spanish & English (written and spoken) preferred 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). SDSU 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, national origin or any other protected category. Employment decisions are based on merit; the Foundation applies an equal opportunity framework to all hiring decisions. The Foundation complies with applicable civil rights and anti-discrimination laws and maintains a nondiscrimination policy for all programs, policies, and practices. Seniority level
Entry level Employment type
Full-time Job function
Administrative Industries
Higher Education Referrals increase your chances of interviewing at SDSU Research Foundation. Get notified about new Administrative Support Assistant jobs in San Diego, CA.
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This position is the
Administrative Support Assistant I
at
SDSU Research Foundation . The role supports two NIH-grant-funded projects within the Institute for Behavioral and Community Health (IBACH): Fe en Accion and Conmigo. It is a hybrid position with 80% of weekly activities in-person at our offices in Kearney Mesa and additional in-person expectations to support special events. Organization details: IBACH is a non-profit research institute under SDSU Research Foundation in San Diego, California. It partners with researchers, practitioners, and policymakers to advance health equity through community-engaged research and training for the next generation of researchers. The position involves general office support, coordinating administrative tasks, and ensuring project workflows meet deadlines, in accordance with SDSU Research Foundation policies. Compensation: $19.00 per hour, 30 hours per week, non-negotiable. This position is open until filled with an initial application review after 4:30 pm on November 4, 2025. Responsibilities
Coordination of Meetings and Events (40-45%)
Schedule and set up meetings and conferences Solicit attendee availability Reserve conference or meeting rooms at IBACH or off site Send meeting confirmations and reminders Attend team and investigator meetings to record minutes; prepare minutes and distribute them Make travel arrangements for faculty and staff; arrange lodging and transportation; process travel payments and reconcile expenditures Support institute-wide special events and prepare checklists/protocols for events Coordinate room reservations, catering, and communications with speakers and vendors Maintain rapport with diverse teams and partners during meeting coordination Supporting Student Research Assistants and Staff (20-25%)
Coordinate intake and reporting for personnel and volunteers, complete onboarding paperwork, ensure eRA Commons IDs are set up Provide orientation to the project and facilities, workflows, and expectations Coordinate and maintain records for staff, space, telephones, and office keys Update directories and maintain volunteer/personnel databases Arrange for repair/maintenance of equipment and issue access as needed Assist students and connect staff with IT and payroll support as needed Support a welcoming environment for new team members Ordering and Purchasing (15-20%)
Maintain inventory of equipment and supplies; purchase as needed Research prices and purchase office furniture and supplies Create/modify documents and forms using Word, Excel, and Adobe Prepare expenditures justifications and obtain required approvals General Administrative and Hospitality (10-15%)
Perform general clerical duties (copying, faxing, mailing, filing) Maintain organized records and support office coordination Maintain calendars and coordinate workflow and meetings Greet visitors, answer phones, and manage mail and deliveries Provide project-based support and translation of documents for dissemination to Spanish-speaking community Other Duties and Responsibilities (5%)
Qualifications
Required Minimum Education
High school diploma or equivalent Required Minimum Experience
Previous experience in an office or administrative environment Preferred Qualifications
Prior experience in an administrative role Prior experience at an academic research institution Bilingual Spanish & English (written and spoken) preferred 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). SDSU 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, national origin or any other protected category. Employment decisions are based on merit; the Foundation applies an equal opportunity framework to all hiring decisions. The Foundation complies with applicable civil rights and anti-discrimination laws and maintains a nondiscrimination policy for all programs, policies, and practices. Seniority level
Entry level Employment type
Full-time Job function
Administrative Industries
Higher Education Referrals increase your chances of interviewing at SDSU Research Foundation. Get notified about new Administrative Support Assistant jobs in San Diego, CA.
#J-18808-Ljbffr