College Corps Operations Coordinator (Administrative Analyst/Specialist Exempt I, Range 2) - Office of Research and Sponsored Programs/Institute for Civic and Community Engagement

San Francisco State University • San Francisco, CA

5d • Onsite

About The Position

Under the general direction of the Executive Director, the Operations Coordinator oversees the operational, compliance, and fiscal infrastructure of the SF State College Corps Fellowship. The position ensures that documentation workflows, data systems, stipend processing, and reporting processes align with university policy and California Volunteers grant requirements. The incumbent applies independent judgment to administer enrollment and exit processes, conduct compliance reviews, manage fiscal tracking systems, and maintain audit readiness. The role serves as the program’s primary operational systems lead and works in coordination with the Program Lead and Student Engagement Coordinator to ensure accurate documentation, regulatory compliance, and timely stipend processing.

Requirements

• 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.
• Working knowledge of and ability to apply standard theories, principles, practices, techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations
• Working knowledge of general practices, program, and/or administrative specialty.
• Basic knowledge of and ability to apply fundamental concepts.
• Working knowledge of budget policies and procedures.
• Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty.
• Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
• Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
• Ability to organize and plan work and projects including handling multiple priorities.
• Ability to make independent decisions and exercise sound judgment.
• Ability to compile, write, and present reports related to program or administrative specialty.
• Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.

Nice To Haves

• Demonstrated experience administering compliance, enrollment, or documentation systems within a grant funded or higher education environment.
• Experience independently preparing and reconciling stipend, payroll, or payment documentation in alignment with internal control processes.
• Experience managing operational workflows that require interpretation of policy, regulatory, or funding guidelines.
• Demonstrated ability to identify compliance risks and implement corrective process improvements
• Experience supporting fiscal tracking processes, preparing documentation for review.
• Experience serving as a liaison with campus administrative units such as Financial Aid, Accounts Payable, Procurement, or Public Safety.
• Demonstrated ability to exercise independent judgment in resolving procedural issues with minimal direction.
• Experience supporting audit preparation or maintaining audit ready documentation systems.
• Strong attention to detail with demonstrated ability to manage multiple deadlines in a high volume environment.
• Experience working in community engagement, service learning, or student cohort programs.

Responsibilities

• Oversees enrollment and exit workflows to ensure compliance with California Volunteers, AmeriCorps, and university requirements.
• Administers documentation systems and maintains audit-ready electronic and physical records for Fellows and host sites.
• Conducts compliance review of attendance and service hours approved by the Student Engagement Coordinator prior to stipend processing.
• Verifies eligibility documentation, enrollment status, Live Scan confirmation, AB 540 status, and required agreements.
• Identifies compliance risks and advises the Program Lead on corrective action or policy alignment.
• Develops and refines internal operational procedures to improve efficiency, accuracy, and regulatory alignment
• Maintains internal budget tracking systems and monitors program expenditures in alignment with approved grant allocations.
• Reviews and reconciles P-Card transactions and prepares supporting documentation for monthly reconciliation in coordination with the Program Lead.
• Prepares stipend documentation for Program Lead certification.
• Submits certified stipend documentation to the Bursar or appropriate campus office and tracks payment confirmation.
• Reconciles stipend payments and maintains fiscal records to ensure audit readiness
• Administers and maintains America Learns system permissions, reporting functions, and internal tracking configurations.
• Runs and reconciles required data reports to ensure accuracy prior to submission.
• Prepares compliance-ready data summaries for Program Lead review and certification.
• Ensures data integrity across enrollment, participation, and stipend processing workflows.
• Serves as the program’s primary liaison to Financial Aid, Procurement, Accounts Payable, UPD, and other campus units for operational and compliance matters.
• Communicates procedural updates and documentation requirements to Fellows and host sites.
• Escalates non-routine or policy-level matters to the Program Lead.

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 501-1,000 employees