*SFSU Internal Applicants Only*

Working Title

SFSU CIRM Administrative Specialist

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/ Biology 

Appointment Type

Temporary:

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 prior to 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

Part-Time (0.05 FTE)

Work Schedule

Please refer to the Work Schedule, can be arrange with supervisor. 

Anticipated Hiring Range

$7,985.00 at 1.0 FTE/ $399.00 at 0.05 FTE per month 

$95,820.00 at 1.0 FTE/ $4,791.00 at 0.05 FTE annually 

Salary is commensurate with experience.

Position Summary

The CIRM Administrative Specialist manages administrative and logistical efforts and provides an essential role in fiscal management supporting program coordination and student training activities under minimal supervision of the Program Director (PD) of the SFSU California Institute for Regenerative Medicine (CIRM) training programs. Responsibilities include, but are not limited to: monitoring and fiscal management of the budgets, financial databases and expense budget and reporting; working closely with PD to generate annual financial and progress reports; monitoring financial and hiring paperwork with the university to include student trainee stipends and tuition payments; facilitating  subaward agreements or purchase orders with host institutes/labs; coordinating requisitions, purchasing and reimbursements, and travel arrangements for students to attend conferences.

Position Information

Program Administration

• Lead efforts to carryout administrative and logistical support in programmatic activities and fellowship appointment, progress and completion processes.
• Coordinate and process trainee-centered activities such as stipends, tuition & fees, travel arrangement and claims.
• Work closely with administrative staff at SFSU (i.e. ORSP, COSE, Fiscal Affairs) and partnering institutions to prepare subcontracts, funds transfer and support training activities to CIRM trainees.
• Coordinate recruitment, application and student onboarding processes; implement and review training activities and survey for students and mentors; gather and evaluate training outcomes.
• Organize annual progress reports, maintain databases, obtain statistics and evaluate activities via survey software.
• Support PD and CIRM leadership in generating contents and summary narratives for the annual progress and financial report to the CIRM Funding agency.

Fiscal and Budgetary Management

• Lead the financial analysis, planning and fund management of the CIRM Programs.
• Monitor expenditures and provide analysis of project budgets, including administration of stipends, honoraria, preparation of purchase orders, requests for reimbursements, contracts, and pay for services. Initiate subaward agreements or purchase order requests with host institutes/labs and facilitating agreements set up and processing invoices. 
• Manage complex administrative issues related with multiple departments, grants office, human resources, and fiscal affairs involving budgets, purchasing, invoices, honoraria, payroll, financial reports and subcontracts.
• Oversee the process and preparation of travel requests, reimbursements and payments to vendors and trainees for CIRM activities and events.
• Work closely with CIRM PD and leadership team to ensure all programmatic activities are allowable costs according to university and grant guidelines.

Data Management and Grant Reporting

• Maintain a functioning database of ongoing surveys, with past (2010-2022) and current ongoing (2022-2027) surveys, to include trainee’s activities and data for alumni outreach and engagements and other statistical requirements for current program reports and future (extension and new) grant application. 
• Enter CIRM trainee appointment and completion forms and update trainee publication lists in the online CIRM data management system.
• Disseminate results through the development of summaries for the CIRM team, program websites funding agency and other stakeholders.

Other duties as assigned At All Times

Minimum Qualifications

Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

• General knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods Knowledge of and ability to apply fundamental concepts.
• Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit. 
• Thorough knowledge of policies, procedures, and outside regulations pertaining to and/or administrative specialty.
• Working knowledge of operational and fiscal analysis and techniques. Working knowledge of budget policies and procedures. 
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved. 
• Skill in the research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.
• Expertise in investigating and analyzing problems with a broad administrative impact and implications.
• Ability to make independent decisions and exercise sound judgment.
• Ability to train others on new skills and procedures and provide lead work direction.
• Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations.
• Demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management.
• Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies. 
• Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions. 
• Ability to work with representatives from public and private entities and handle potentially sensitive situations. Demonstrated consultative skills in working with internal and external constituent groups. 
• Ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus.

Preferred Qualifications

• A Bachelor’s degree and/or advance degree in science or related field with experience in supervising and managing others.
• Excellent quantitative skills to manage budgets as well as evidence of good problem solving and critical thinking skills.
• Excellent communication skills with an excellent ability to navigating various projects.
• Prior experience working with university administration, local communities, host institute collaborators, and students, and familiar with CIRM training programs with grant management and student training experiences.
• Familiar with San Francisco State business offices, processes, procedures and operations as well as has a thorough knowledge of policies and procedures.
• Has experience with grant-funded programs, progress reports, and other reporting structures necessary for management of funded grants.
• Ability to provide hand-on research training in biomedical (developmental biology, stem cell, biotechnology or related) science fields and monitor student internship progress.
• Ability to work independently, collaboratively, train others as well as work effectively with other colleagues, host mentors and collaborators.
• Prior work experience in efforts to increase diversity in higher education, with a strong commitment to promoting inclusion, equality and fairness in all aspects of the works.
• Core Competencies – embody the following competencies:
• Bias toward collaboration and teamwork.
• Effective oral, written and nonverbal communication skills.
• Customer/Client Focus with an emphasis in problem solving and resolution.
• Personal effectiveness and credibility as demonstrated by interpersonal and professional confidence.
• Diversity and inclusion.

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

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.