Administrative Coordinator

San José State University Research Foundation • San Jose, CA

9d • $30 - $38 • Hybrid

About The 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 José State University (SJSU) campus.

Requirements

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

Nice To Haves

• Experience with project management and hybrid spreadsheet/database tools (e.g., Airtable, Monday.com, Asana, Trello) preferred.
• Experience with graphic design and basic accounting preferred.

Responsibilities

• Coordinate and support interdisciplinary research activities, including project tracking, collaboration among researchers and industry partners, and required reporting to advisory boards and funding agencies.
• 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.
• Plan and support Center meetings, workshops, and semi-annual Industry Advisory Board meetings, including logistics, scheduling, and coordination with internal and external participants.
• 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.
• Support relationships with Center member organizations, assist with member recruitment and retention efforts, and help gather and report feedback to improve member experience.
• Maintain information related to participating researchers and student involvement, and support processes that track research participation and outcomes.
• Assist in building and maintaining collaborations with other research centers and partner institutions, both domestically and internationally.
• Support Center participation in professional conferences and events to promote research activities and expertise.
• Other duties as assigned.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level