Administrative Coordinator (Tribal STAR)

San Diego State University Research Foundation•San Diego, CA

11d•$24 - $27•Hybrid

About The Position

Under the general direction of the Tribal STAR Community Relations Coordinator, the Administrative Coordinator provides administrative support for the Tribal STAR Program, including training operations and logistics. This includes supporting both in-person and virtual trainings by assisting trainers and participants, tracking registration & attendance, data entry, and preparing training materials. The Administrative Coordinator also supports the planning and execution of all Tribal STAR events, including marketing distribution and assisting with general administrative tasks. The program assistant also plays a crucial part in maintaining positive stakeholder relationships, ensuring cultural responsiveness, and supporting the program’s growth.

Requirements

Ability to build and maintain rapport with service providers, Tribal Partners and community, ensuring all interactions follow cultural awareness protocols and respectful engagement practices
Ability to demonstrate a high level of cross-cultural sensitivity
Ability to work in a team setting & relate well to others within the Academy for Professional Excellence environment
Ability to interact effectively with co-workers, partners, and professionals
Ability to understand and follow posted work rules and procedures
Ability to display motivation and strong interpersonal skills
Ability to be detail-oriented and able to consistently meet deadlines
Ability to display good judgment and critical thinking skills
Fundamental written and oral communication skills, including a sound foundation in English grammar, spelling, and punctuation
Ability to understand standard office procedures
Ability to learn office technology systems and operate standard office equipment; display typing and keyboard skills
Ability to troubleshoot most office administration problems and respond to all inquiries and requests
Ability to understand, interpret, and communicate procedures, policies, information, and instructions
Basic foundation of knowledge and skills in technical information systems and application program packages
Working knowledge of common software application packages, equipment platforms, reference database systems and sources, and training methods
Basic understanding of networks, data communication, and multimedia systems
Knowledge of trauma-informed and recovery-oriented principles
Ability to foster a relationship that reflects our vision of diversity, equity, and inclusion
High school diploma or equivalent
4-years of progressively responsible experience in an office or administrative environment
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).

Nice To Haves

Experience working with the American Indian community, American Indian service agencies
Bachelor’s degree or equivalent in relevant field
Two years of experience supporting events
Knowledge of learning management system platform, software and database systems (such as Access Planit, CACWT, and LMS.)

Responsibilities

TRAINING AND EVENT COORDINATION (40%)
Stay up to date on all information regarding pertinent processes, protocols, resources, concerns, relationships with constituents, and county organizational culture
Consistently assess for systems improvement, and suggest upgrades to procedures
Locate suitable venues for classroom/training events and coordinate scheduling of training/classroom events
Complete data entry confirming classes and process material duplication requests when needed
Manage tasks related to learning management system platform, software and database systems (such as Access Planit, CACWT, and Sum Total) to create course templates, create and manage resources, complete verification processes
Create learner accounts in CACWT, verify roster, manager learner attendance, ensure materials are available
Develop and distribute flyers in order to advertise classes/events
Obtain and monitor enrollments/RSVPs from counties and tribes; correspond and communicate with necessary parties
Work closely with the Evaluation team to create evaluation links and ensure they are in working order. Coordinate and correspond with LMS and Eval team for satisfaction survey/post-test links, deployment methods, and accurate data in the dashboard
Maintain good working relationships with county and Tribal partners and service providers to support excellent collaboration and coordination of services
Utilize strong written and verbal skills to support excellent communication and flow of information across the Tribal STAR and CWDS teams
Collaborate with the Academy fiscal division and provide supportive documentation when necessary
Troubleshoot and problem solve issues with learners, service providers, stakeholders, and Academy staff
CLASSROOM SUPPORT (30%)
Support deliveries in a virtual or in-person environment
In the virtual classroom, run class in the zoom platform and manage minor technical issues
In the in-person classroom, assure environment is kept in a clean and organized manner on a daily basis
Support service provider needs and send reminders to service providers and learners of upcoming class one week prior to the day, including location of class
Administer evaluations, pre/post tests, and provide assistance (as needed) maintaining the integrity and security of evaluation and pre/post test data
Evaluate classroom delivery on the following: service provider preparedness, strengths and challenges
Set-up technology (laptops, projectors, speakers, tablets) and ensure they are functioning properly before and during the delivery
Coordinate the purchase of snacks and refreshments for classes on- and off-site
Manage process for catering at training and events
Check out and distribute tablets on the morning of each class, assisting learners with issues that arise with tablets throughout the day. Checks in tablets at the end of each day (including wipe down, shutdown, and securing tablets in storage cart)
Move audio/visual equipment and other materials (weighing up to 50 pounds) for various classrooms and event needs
Administer embedded evaluations, pre/post tests, and provide assistance during the satisfaction survey process (as needed) maintaining the integrity and security of evaluations
Coordinate the transportation of materials from Alvarado Office to Riverside Office (or vice versa) and/or from either office to the classroom site using personal vehicle (as needed)
Store class materials and host items in personal residence or vehicle (as needed)
Provides short presentations to groups of 10-40 learners on an occasional basis
OFFICE/CLERICAL SUPPORT (20%)
Prepare rosters, create zoom links for virtual class, prepare polls and breakout rooms per facilitator instructions, distribute materials to trainees and process technology/equipment check out requests for self and Training Hosts
Track eLearning prerequisites
Processes check requests, prepare paperwork and maintain receipts for closing advances and reimbursements, submitting all receipts to Alvarado office, monitoring off-site expenditures and maintaining detailed records
Order office supplies for on- and off-site classes
Work closely with Community Relations coordinator to plan, coordinate and provide technical and logistical support of Tribal STAR meetings/training/events
Provide support with promotional material design and distribution (e.g., flyers, newsletters, website, event announcements)
Support in the creation of agendas, taking minutes, creating calendar invites for Tribal STAR events
Process standard and electronic mail, utilize office software (word processing, publishing, spreadsheets) to prepare documents, and manage program files as needed
Support statewide outreach efforts to Tribal and county partners
Support data collection/entry
Table-top marketing/outreach to assist in statewide marketing and outreach efforts
Manage updates to stakeholder lists and program list-servs
OTHER DUTIES AS ASSIGNED (10%)
Establish and maintain a positive teamwork environment in all training and workplace settings
Build and maintain rapport with partners including Native American communities while honoring cultural protocols and ensuring culturally relevant engagement
Perform other duties as assigned which are in the best interests of the Academy for Professional Excellence and Tribal STAR
Travel to off-site locations for Academy and Program meetings (primarily in Riverside and San Diego)