Job Description

The California State University Auxiliary for Sponsored Programs Administration (SPA) as a non-profit, financially self-sufficient auxiliary organization that supports the mission of California State University Bakersfield through a variety of operations and services, such as federal and non-federal research and sponsored projects and other services and activities.

CANDIDATES ELIGIBLE TO APPLY: THIS RECRUITMENT IS AVAILABLE TO CURRENT ON-CAMPUS EMPLOYEES ONLY.

CLASSIFICATION TITLE: Coordinator

TEMPORARY END DATE: This position is temporary and ends on or before September 30, 2027. Any continuation beyond September 30, 2027, is contingent upon satisfactory performance and available funding.

FT/PT: Full-time

WORKPLACE TYPE: On-site (work in-person at business location)

ANTICIPATED HIRING RANGE: $4,300 - $4,700 monthly

• However, offer amount will be commensurate with candidate’s experience, education, skills, and training.

CLASSIFICATION SALARY RANGE: $3,864 - $6,652 monthly

BENEFITS: CSUB Auxiliary for Sponsored Programs Administration (SPA) offers medical, dental, and vision coverage, vacation and sick leave accrual, and 15 paid holidays per year. For more details, please visit our Auxiliary website.

POSITION PURPOSE: CATALYST (Cultivating Adaptive Teaching And Learning with AI-Supported Technologies) is a five-year U.S. Department of Education Strengthening Institutions Program grant (Fund SP521) housed in the College of Natural Sciences, Mathematics, and Engineering (NSME). The project integrates AI into STEM curriculum and the teaching and learning ecosystem to raise gateway STEM course success and first-year retention, build employer-valued AI competencies and industry-recognized AWS credential pathways, train STEM faculty in AI pedagogy, and establish regional employer partnerships.

Under the general supervision of the Project Director/Principal Investigator, the Project Coordinator holds delegated operational authority for the day-to-day management of the project and serves as the operational hub connecting faculty, students, employers, and the external evaluator. The position manages scheduling and project timelines, maintains project documentation and supports reporting requirements, coordinates data collection logistics for evaluation purposes, coordinates logistics for professional development activities, workshops, Industry Advisory Board meetings, and dissemination events, processes financial transactions and maintains budget records, and supports communication with internal and external stakeholders.

DUTIES & RESPONSIBILITIES:

Project Operations, Scheduling & Documentation

1. Coordinate the day-to-day administrative project operations and serve as a primary point of contact for established project information.
2. Maintain the project schedule and tracking tools for project activities, deadlines, milestones, and deliverables; update them as information is received from the Project Director and project participants.
3. Coordinate day-to-day scheduling and communication among project participants and participating departments to support timely completion of assigned activities.
4. Monitor the status of assigned activities and provide a monthly status update to the Project Director, identifying overdue items or logistical issues for direction as needed.
5. Convene and support project team and standing meetings by coordinating schedules, preparing agendas and materials, recording meeting notes, and tracking action items for follow-up.
6. Maintain project documentation and records of activities, decisions, and deliverables in accordance with CSU Records Retention & Disposal Schedules and funding agency requirements.

Partnership, Professional Development & Event Logistics

1. Coordinate logistics for professional development activities, faculty workshops, visiting expert events, and dissemination events, including scheduling, venue reservations, materials, and registration.
2. Coordinate quarterly Industry Advisory Board meetings, including scheduling, meeting materials, attendance records, and follow-up on logistical action items.
3. Coordinate the administrative logistics for employer partnerships and applied-learning activities, including internships and capstones; maintain contact and activity records and route substantive program questions or decisions to the Project Director.
4. Serve as a primary point of contact for internal and external stakeholders, including faculty, students, employer partners, vendors, and the external evaluator regarding project partnerships, professional-development activities, and events. Provide established information; coordinate routine communications and follow-up; and refer questions requiring program, policy, or grant interpretation to the Project Director.

Evaluation Data Collection & Reporting Support

1. Coordinate data collection logistics for project evaluation and supply the external evaluator with agreed data each term.
2. Track participation and outcome records (e.g., students served, faculty trained, credentials awarded, employer partnerships) with a high degree of accuracy and confidentiality.
3. Support the Project Director in preparing the Annual Performance Report and other federal reporting.

Financial Transactions, Procurement & Budget Records

1. Process financial transactions, including purchase requisitions, vendor payments, travel claims, reimbursements, and stipend paperwork; review budget-related forms for accuracy before obtaining approval signatures.
2. Coordinate procurement and vendor arrangements for project activities including gathering required information, tracking requests, and communicating routine status updates.
3. Maintain accurate budget records and expense worksheets; reconcile expenditures and encumbrances and prepare expenditure information for the Project Director’s budget reviews with Grants, Research, and Sponsored Programs (GRaSP).

REQUIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE – High school diploma or GED and four (4) years of recent administrative support experience.

SKILLS, KNOWLEDGE & ABILITIES (SKA’s) –

• Regular and reliable attendance is required.
• Proficiency with project management tools and Microsoft Office applications (Word, Excel, Outlook).
• Ability to quickly learn campus software, including CMS/CFS for budget and reconciliation and 25Live for event scheduling.
• Knowledge or skill in budget management, financial record-keeping, and processing financial transactions.
• Ability to set priorities, exercise delegated authority and complete all work in a timely manner.
• Working knowledge of budget policies and procedures.
• Ability to draft and compose correspondence and standard reports.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
• Thorough knowledge of English grammar, spelling, and punctuation.
• Ability to interpret, communicate and apply policies and procedures.
• Ability to maintain a high degree of confidentiality.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
• Working knowledge of or ability to quickly learn University infrastructure.

PREFERRED QUALIFICATIONS:

• Experience supporting grant-funded projects, including federal grant reporting requirements.
• Experience with budget management and financial record-keeping.
• Familiarity with STEM instruction or educational technology.
• Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.

PHYSICAL DEMANDS: SEDENTARY WORK – involves mainly sitting; minimal walking and standing; lifting light weight objects limited to 15 pounds.

ENVIRONMENTAL FACTORS: N/A

SPECIAL CONDITIONS:

SCREENING: Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position.

BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU Bakersfield Auxiliary for Sponsored Programs Administration (SPA) will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current employee who was conditionally offered the position.

SENSITIVE POSITION: Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.

GENERAL INFORMATION: It is the policy of California State University Auxiliary for Sponsored Programs Administration (SPA) to employ only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to present documentation verifying their right to accept employment. You will also be requested to present a social security card at the time of initial appointment in compliance with state payroll regulations. State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her State employment, except legally employed non-citizens. These individuals are required to sign the Declaration of Permission to Work.

The California State University (CSU”), including California State University, Bakersfield Auxiliary for Sponsored Programs Administration (SPA) is committed to an inclusive and equitable community that values diversity and fosters mutual respect. All students and employees have the right to participate fully in CSU programs, activities, admission, and employment free from discrimination, harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking and retaliation. The CSU Nondiscrimination Policy prohibits discrimination and harassment based on any protected status, sexual harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking, prohibited consensual relationships, and retaliation.

Campus contact for our Nondiscrimination policy is Allan Williams, Associate Vice President of Civil Rights & Compliance, (661) 654-2713.