Administrative Lead (Administrative Analyst/Specialist - Exempt III) - Office of Research and Sponsored Programs/College of Education

Job Description:

Administrative Lead (Administrative Analyst/Specialist - Exempt III) - Office of Research and Sponsored Programs/College of Education

Description

**SFSU INTERNAL APPLICANTS ONLY**

Working Title

Administrative Lead

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.

Applicants may visit titleix.sfsu.edu for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing vpsaem@sfsu.edu.

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.

Department

Office of Research and Sponsored Programs / College of Education

Appointment Type

Temporary.

This position will end on or before June 30, 2026. Permanent status cannot be earned in this grant-funded position. This temporary appointment can be concluded before the stated temporary appointment end date, normally with a two-week notice period. Continuation of this temporary appointment is contingent upon grant funding.

Time Base

Full-time

Work Schedule

Monday through Friday; from 8:00 am to 5:00 pm

Anticipated Hiring Range

$5,797.00 - $6,031.00 per month ($69,564.00 - $72,372.00 annually)

Salary is commensurate with experience.

Position Summary

The Bay Area K-16 Collaborative is a grant-funded program within the Graduate College of Education. This grant supports a state-wide effort to develop occupation career pathways for local areas students by improving the systems and interfaces between K-12 districts, community colleges, and universities. 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. This position will be a grant-funded position, this is a “temporary” position and is expected to end in June 2026.

Position Information

Grant Operations

• 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, including quarterly reporting and submission of project deliverables
• Works with funding lead, Chabot Las Positas Community College District (CLPCCD) and with PI 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, responsive, and timely communications with all grant participants
• Develops 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
• 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 files of all relevant project contacts and project materials, with document filing and storage on SFSU’s Box.com, with a plan to keep all materials available after the life of the grant.
• Prepares draft reports summarizing SF/P Collaborative accomplishments; collaborates with PI in completing and submitting the reports according to instructions from the funding lead CLPCCD
• Collaborates with 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
• 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, advises 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 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

• Meets regularly with the PI, the Administrative Lead, the Social Policy Research (SPR) Lead, and the Pathway Design Teams to develop a clear and working knowledge of how each occupational pathway works, what’s missing, and what’s needed
• Builds and maintains working relationships that model and enhance the grant’s goals for a collaborative, characterized by collegial and clear communication, regular contact. and reaching out, increased awareness and knowledge of occupational pathways, presence and showing up, professional judgment, follow-through, and collaboration
• Utilizes professional expertise in to establish and cultivate collaborative relationships with key stakeholders at SFUSD, SMCOE, CCSF, UCSF, SF State, and programs supporting incoming freshmen and transfer students, key district leaders, and support networks to clarify, promote, and enhance the occupational pathway programs.
• Serves as a point person at SFSU for counselors, advisors, students, teachers, and others who are seeking information about education, engineering, or health related careers; gather data on inquiries to shape pathway support
• Takes the lead on key outreach activities for each occupational pathway, such as career fairs and college days, especially in relation to the K-16 Collaborative efforts
• Convenes and coordinates meetings of the Collaborative Leadership Council, and staffs the meetings by sending invitations, reserving meeting spaces, creating the agenda with the PI, taking meeting notes, and distributing and storing all meeting materials
• Pathway Design Teams: For each of three PDT monthly meetings or other activities, creates invitations and reminders, secures meeting space or Zoom meetings, arranges catering with contracts and payments made; meeting materials prepared in advance, follow-up communications and materials, planning with team leads and the PI, and other activities needed to support the Pathway Design Teams

Other duties as assigned

Minimum Qualifications

Typical nature of work assignments:

• Under general direction, performance of administrative and/or program leadership in a highly complex or critical program, specialty, and/or organizational unit having broad campus and potentially systemwide impact, requiring broad knowledge of organizational structures and systems. Performance of high-level and specialized functions involving the analysis, interpretation, integration, compilation, application, and presentation of complex data and information. Results are used for the development and implementation of new methods and strategic, long-term planning to meet programmatic and administrative goals.
• Serve as a key technical advisor to executives and management exercising considerable influence over strategic objectives and methods which have a broad and far reaching policy and operational impact.
• Independently manage and implement highly complex projects and business solutions with broad scope within and outside the organization. Impact is often both at the campus and systemwide level. Work is reviewed against demonstrated results.
• Use of substantial judgment in the analysis, interpretation, integration, and application of complex data and information and the subsequent development of policies and procedures. Precedents often do not exist and expertise and research must serve as reference guides. Lead business innovation and process improvement efforts, often developing new strategic approaches and solutions. Address problems from a broad interactive perspective using advanced research and analytical skills to conceive new solutions.
• Serve as the key contact and expert for a highly complex program, specialty, and/or organizational unit. Typically, maintains high-level and diverse contacts within the university system and with outside entities and agencies.
• Serve as a high-level individual contributor providing expertise and functional leadership and/or may oversee the day-to-day operations of the program or functional area including providing lead work direction to other professional and/or technical staff. Accountable for short- and long-term goals and objectives.

In addition to Position Skill Levels - Non-Exempt, Exempt I and Exempt II knowledge and skill requirements, work assignments typically require:

• Extensive and in-depth knowledge of and ability to apply expertise in the advanced theories, principles, methods and practices associated with the functional specialty, program, and/or organizational unit, including applicable internal policies and procedures and pertinent laws and regulations. Laws and regulations are highly complex and require substantial judgment and discretion in interpreting and applying them to the specialty or program area. Incumbents at this level often may have certification in a specialty area.
• Substantial and broad knowledge of public and private entities including their organizational and operating structures, internal systems, and functional areas, as well as the impact of critical external entities on an organization. Ability to integrate and apply this knowledge to anticipate problems and assess the impact of proposed solutions on various organizational areas.
• Extensive and in-depth knowledge in project management including research and analytical methodologies. Ability to interpret and integrate complex data and information to formulate appropriate courses of action which have broad and far reaching impact.
• Ability to understand and analyze complex problems from a future-oriented and broad interactive perspective and readily develop proactive solutions that integrate strategic goals into tactical operations.
• Ability to effectively use applicable information systems and applications in analysis, research, and reporting activities and projects.
• Ability to effectively communicate with and influence high-level and diverse contacts inside and outside of the CSU system.
• Ability to effectively use all communication methods and formats and to use expertise, as well as persuasion and negotiation skills, to build consensus to achieve short- and long-term goals and objectives.

Preferred Qualifications

• 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
• Experience navigating complex bureaucratic systems and paperwork

Environmental/Physical/Special

Some remote work is available, but this position will require in-person participation and site visits throughout the Bay Area, particularly in the month of June, to help set up digital participation for other disabled people unable to be on site.

Pre-Employment Requirements

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.

Benefits

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.

Additional Information

**SFSU INTERNAL APPLICANTS ONLY**

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. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/.

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.

Advertised: Sep 30 2025 Pacific Daylight Time
Applications close: