California Cooperative Fish and Wildlife Research Unit Coordinator

Cal Poly Humboldt University•Humboldt, SK

2d•$4,367 - $6,362•Onsite

About The Position

This position serves as the administrative support coordinator to the USGS Scientists/Unit Leaders and is liaison for the USGS California Cooperative Fish and Wildlife Research Unit, coordinating between the US Department of Interior (DOI), Cal Poly Humboldt, Cal Poly Humboldt Sponsored Programs, US Fish and Wildlife Service, California Department of Fish and Wildlife, Wildlife Management Institute, United States Fish and Wildlife Service, peer universities, and principal investigators from other campus departments. Under the lead work direction of the USGS Scientists/CACFWRU Unit Leader, the incumbent is responsible for the clerical/administrative support, financial data maintenance of state, federal, and private research grants, federal operating funds, and state contribution funds to facilitate the research, teaching, information dissemination and technical assistance goals of the Unit's Cooperative Agreement. Work is completed independently and involves coordination with staff and student employees. The position holder is expected to support and maintain an environment focused on continuous improvement and excellent customer service and to represent the CACFWRU with the highest integrity and in a professional, positive, respectful, service-oriented manner at all times.

Requirements

Thorough knowledge of English grammar, punctuation, and spelling.
Experience and ability to be fully functional in all technical aspects of work assignments.
Expertise using office software packages, technology, and systems.
Ability to independently handle multiple work unit priorities and projects.
Working knowledge of budget policies and procedures.
Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
General working knowledge of applicable university infrastructure, policies, and procedures.
Thorough knowledge of office methods, procedures, and practices. Ability to learn, interpret independently, and apply a variety of complex policies and procedures. Able to identity deviations from applicable policies.
Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions. Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions.
Ability to perform standard arithmetic functions of a transactional nature, including tracking and comparing data. Ability to draft and compose correspondence and standard reports.
Demonstrated competence in effectively presenting standard information in writing. Ability to effectively handle a broad range of interpersonal contacts, including those at a higher level and those sensitive in nature.
Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions. Ability to use negotiation and persuasion skills to achieve results and expedite projects.
Entry to this classification requires a fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures.
Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Requires a knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite.
These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.

Nice To Haves

Possession of a Bachelor's Degree (or equivalent) from an accredited college or university and experience equivalent to three years of progressively responsible administrative and clerical support that includes experience in an academic office and/or educational setting with a diverse student population, and demonstrated customer service.
Intermediate to advanced skill and experience using office productivity software, particularly Microsoft Excel, Access, Word, and Google Suite.
Demonstrated skill and experience using PeopleSoft, OBI, or similar business intelligence tools and databases.
Comprehensive knowledge of university infrastructure, policies, and procedures.
Demonstrated commitment and ability to support and maintain an environment focused on continuous improvement and excellent customer service.
Demonstrated ability to establish and maintain positive working relationships with staff, students, faculty, and community members from diverse backgrounds.
Demonstrated commitment and ability to be proactive and self-motivated while supporting the diverse needs of staff, students, and the campus community.
Demonstrated sensitivity to cross-cultural perspectives and experiences.

Responsibilities

Serves as primary point of contact for the Unit Office. Represents the Unit and University in contacts with agency personnel, university administrators, faculty, staff, students, and the general public.
Assists Unit Leader in preparing, generating, and submitting DOI Research Work Orders (RWO) under the Unit's Cooperative Agreement between federal, state, university, and private cooperators.
Provides assistance in the preparation of inter-agency agreements, memorandums of understanding, and purchases of contract work. Separate procedural processes are required for federal RWO's which are initiated after meeting the requirements of the university.
Establishes and maintains efficient administrative files and notifies the Unit Leaders on changes in federal policies or procedures per direction of DOI headquarters.
Assists in preparation and planning for Annual Coordinating Committee Meeting and Annual Reports
Monitor effectiveness and compliance to CACFWRU personnel in navigating federal and University programmatic rules, policies, procedures, and processes.
Generates progress reports on research and special projects
Provide administrative support for reports and manuscripts for publication for CACFWRU.
Assist the Unit Leader in populating and maintaining data information and retrieval system, including productivity (publications, presentations, staffing and safety).
Tracks and maintains records of all training, maintenance, and acquisition for CACFWRU.
Monitors the status of on-going research projects, initiates contacts with research investigators, state and federal agency administrators, and other responsible parties to coordinate completion of legally required documentation, data distribution, reports and publication of research information.
Create, maintain, and purge all current and historical departmental files and records according to retention schedule.
Maintain and distribute information to community members, students, faculty, and staff outside the department, through mail and email, bulletin boards, and web content.
Participates in federal administrative workshops, educational courses, and training sessions to improve performance and maintain data knowledge.
Attend department meetings and transcribe minutes.
Coordinate special departmental events.
Coordinate scholarship awards and funds.
Coordinate key, phone, work, and other relevant requests for COOP offices, workspaces, classrooms, and facilities.
Extracts information from scientific research proposals and uses information to prepare required documentation.
Other similar administrative office or program support as needed or assigned.
Under lead work direction of Unit Leaders, assists with developing budget documents and projections for research projects and base operating funds. Provides budget projections based on analysis of the historical record and anticipated future needs.
Responsible for maintaining fiscal records, expending funds, and monitoring the CACFWRU budget in consultation with Unit Leaders, Department Chairs, SPF Budget Analysts, and College Budget Analyst.
Maintain, and gather data and information for tracking, monitoring and compiling state, federal, and other department funds (including trust, contracts, etc.).
Prepares federal budget documents and spreadsheets monthly and annually to manage, account, and reconcile expenditures of federal funds.
Responsible for property inventory management.
Manages funds for maintenance of CACFWRU vehicles and boats.
Ensure vehicles and boats meet safety requirements and that all personnel are up to date on required federal and university training for their use.
Monitors revenues and spending from state, federal, and other department funds (including trust, contracts, etc.)
Informs Unit Leaders and principal investigators of irregularities and proceeds with corrective actions.
Applies and explains established policy and procedural requirements for three (state, federal, and SPF) personnel/ payroll systems.
Reviews research project progress and expenditures to ensure funds are not over-expended and that reports and deliverables are completed to meet contract requirements.
Communicates accounting information with SPF and federal offices. Assures accuracy of information and resolves any discrepancies that may occur.
Orders scientific and motor vehicle equipment as specified by the Unit Leaders, maintains inventory of office supplies and equipment and determines funding source and assures compliance with the purchasing procedures and regulations of the funding authority.
Oversees collection and processing of payroll documents and tracks payroll expenses for student assistants, graduate student temporary help and pool positions, including verifying and tracking of state and federal work study for student assistances, to ensure department stays within budget.
Adheres to spending regulations of the various funding sources and complies with all policies, procedures, and deadlines relating to budget, procurement, and accounting.
May provide guidance to the Unit Leader regarding appropriate expenditure of funds.
Performs other similar budget or fiscal activities as needed or assigned.