Administrative Coordinator

OUR STATEMENT
The San Jose State University Research Foundation (SJSURF) is committed to building a work environment where everyone can show up as their own self and have an opportunity to contribute, develop, and advance in their career. Diversity, Equity, and Inclusion (DEI) are core values of the organization. We strive to attract, retain, and develop employees who reflect the community and society where we work and live. The Research Foundation aims to develop a culture where everyone feels welcome, shares their views, and where differences in backgrounds and perspectives are seen as adding value.

GENERAL NATURE OF POSITION
The Wildfire Interdisciplinary Research Center (WIRC) is a National Science Foundation (NSF) Sponsored Industry-University Cooperative Research Center (IUCRC) focused on innovative interdisciplinary research and solutions in wildfire sciences. The Administrative Coordinator will report to the WIRC Associate Director and be responsible for providing operational and program management support for the Wildfire Interdisciplinary Research Center (the Center) located on the San Jose State University (SJSU) campus.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Research Program Support: Coordinate and support interdisciplinary research activities, including project tracking, collaboration among researchers and industry partners, and required reporting to advisory boards and funding agencies.
• Center Operations & Administration: Provide day-to-day operational and administrative support for the Center, including maintaining records and databases, developing efficient systems and processes, supporting budget and reimbursement activities, and preparing routine reports and materials.
• Meeting & Event Coordination: Plan and support Center meetings, workshops, and semi-annual Industry Advisory Board meetings, including logistics, scheduling, and coordination with internal and external participants.
• Communications & Outreach: Serve as a central point of contact for Center communications; support branding, web content, newsletters, and outreach materials to ensure clear and consistent information sharing with stakeholders.
• Industry & Member Engagement: Support relationships with Center member organizations, assist with member recruitment and retention efforts, and help gather and report feedback to improve member experience.
• Researcher & Student Engagement: Maintain information related to participating researchers and student involvement, and support processes that track research participation and outcomes.
• External Partnerships: Assist in building and maintaining collaborations with other research centers and partner institutions, both domestically and internationally.
• Conference & Professional Engagement: Support Center participation in professional conferences and events to promote research activities and expertise.
• Other duties as assigned.

INTERPERSONAL CONTACTS
The position will interact regularly with the center director, the Partner Site Director(s), WIRC faculty and other WIRC scientists and collaborators within and outside of SJSU.

SUPERVISORY RESPONSIBILITIES
None.

QUALIFICATIONS
Education and Experience

• Bachelor's degree is required, preferably in science or a related field.
• 1-3 years of experience in project administration or other administrative coordination.

Knowledge, Skills, Abilities Required

• Proficiency with standard office and productivity software, including Microsoft Office, Google Workspace, Excel, basic graphics tools, and web content management systems; ability to update and maintain web content.
• Experience with project management and hybrid spreadsheet/database tools (e.g., Airtable, Monday.com, Asana, Trello) preferred.
• Ability to appropriately use artificial intelligence tools (e.g., ChatGPT, Gemini) to improve productivity.
• Strong organizational skills with the ability to manage multiple priorities, meet deadlines, and adapt to changing needs.
• Excellent written, verbal, interpersonal, and customer service skills; ability to professionally represent the Center to internal and external stakeholders.
• Strong analytical and problem-solving skills, with the ability to anticipate needs, exercise sound judgment, and work independently while knowing when to seek guidance.
• Demonstrated ability to work effectively as part of a team.
• Experience with graphic design and basic accounting preferred.

Complexity of Duties

• Work may be conducted in part remotely, but three days on-site is required.

Physical Requirements

• Ability to use computers, email, phone, and video conferencing (Zoom) for regular communication.
• Frequent computer use for administrative and clerical tasks.
• Regular interaction with university staff, faculty, vendors, and external partners, responding professionally to inquiries.
• Ability to work under deadlines and manage multiple tasks.
• Ability to lift/move items up to 20 lbs and transport them on a cart as needed.
• Ability to plan and be present for multi-day meetings, workshops, and events.
• Ability to travel to 1-2 domestic conferences per year for up to six days.

NOTE: This position description intends to describe the general nature and level of work being performed by people assigned to this job. It is not intended to include all duties and responsibilities. The order in which duties and responsibilities are listed is not significant.

Compensation Range:

BENEFITS
The SJSURF provides an excellent benefits package to benefited employees. The comprehensive benefits package includes:

• Four company health insurance plans to choose from (employee contributions differ according to plan and level of coverage).

• Employer-paid dental and vision for both employee and eligible dependents.

• Life, AD&D, LTD with supplemental coverage opportunities.

• 14 paid federal & state holidays.

• Retirement Plan: 403 (b) employee contribution plan component and a 403 (b) employer contribution component, which vests immediately.

• Vacation-hour accruals and separate sick-hour accumulations.

• Employee discounts.

• Paid training and professional-development conferences.

Please visit the Benefits & Compensation page on the SJSURF website for more detailed information.

REASONABLE ACCOMMODATION
The SJSURF is committed to providing access, equal opportunity, and reasonable accommodation for individuals with physical or mental disabilities in the employment, recruitment, examination, interviewing, and hiring processes. If you are a job seeker with a physical or mental disability, and you require a reasonable accommodation to search, apply, or interview for a job opening or otherwise need a reasonable accommodation during the application and hiring process, please contact us at foundation-jobs@sjsu.edu. In the email message, please indicate your full name, phone number and the type of assistance required. You must not reveal the underlying medical reason for your needed reasonable accommodation or otherwise disclose confidential medical information.

ABOUT THE SJSU RESEARCH FOUNDATION
SJSURF employment is separate and distinct from San Jose State University (SJSU) or state of California employment. SJSURF employees are not employees of SJSU or of the state of California. SJSURF is a non-profit auxiliary of SJSU. SJSURF is totally self-supported. The majority of the organization's funding comes from the federal government, and other public and private entities. With annual revenues totaling over $65 million, programs managed through SJSURF cover a rich diversity of applied research, public services, and educational-related activities.

San Jose State University Research Foundation is an Affirmative Action, Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, gender, religion, marital status, registered domestic partner status, age, national origin, ancestry, physical or mental disability, medical condition, sex, genetic information, sexual orientation, military and veteran status or any other consideration made unlawful by federal, state, or local laws. It also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics, or is associated with a person who has or is perceived as having any of those characteristics.

It is our policy to provide equal employment opportunities to all employees and applicants for employment. All employment practices such as recruitment, selection, promotions, and other terms and conditions of employment are administered in a manner designed to ensure that employees and applicants for employment or services are not subjected to discrimination. We are committed to providing a work environment free from discrimination and harassment, and where employees are treated with respect and dignity. This policy is in accordance with federal, state and local laws and reaffirms the Research Foundation's continuing commitment to both the spirit and intent of equal employment opportunity laws and policies.

San Jose State University Research Foundation is an EOE M/F/Vet/Disability. Learn more about our organizations EEO and AAP policy by visiting our website HERE. Data metrics on the AAP is available for review upon request. Please also visit OFCCP for additional resources: https://www.dol.gov/agencies/ofccp/posters.

If you have any questions or need assistance or an accommodation in completing this application, please contact Research Foundation HR at (408) 924-5582.

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