CoSE Student Success & Events Coordinator (Administrative Analyst/Specialist - Exempt I, Range II) - College of Science & Engineering

San Francisco State University•San Francisco, CA

7d•Onsite

About The Position

A key administrative position in the Dean’s Office of the College of Science & Engineering (CoSE), this role facilitates opportunities for our students through coordinating and overseeing scholarships, internships, alumni, donor and special events for the college. Position helps facilitate industry connections and internship opportunities for CoSE students and provides administrative assistance to the Sierra Nevada Field Campus Coordinator. The position also plays an important role in supporting CoSE’s participation in the Empowering Possibility fundraising campaign. The incumbent independently performs substantive administrative and analytical work which requires coordination with individuals at various levels within the university and acting as a representative to outside entities such as donors and industry collaborators. Requires regularly resolving non-routine issues across various realms of responsibility and exercising considerable judgment and discretion. The incumbent reports to the CoSE Dean and receives lead work from the CoSE Dean’s and Associate Deans’ Assistant.

Requirements

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.
General knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods.
Thorough knowledge of policies, procedures, practices and outside regulations pertaining to the applicable program and/or administrative specialty.
Basic knowledge of and ability to apply fundamental concepts.
Working knowledge of operational and fiscal analysis and techniques.
Working knowledge of budget policies and procedures.
Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations.
Skill in the research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.
Expertise in investigating and analyzing problems with a broad administrative impact and implications.
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.
Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form.
Ability to compile, write, and present reports related to program or administrative specialty.
Ability to organize and plan work and projects including handling multiple priorities.
Ability to anticipate problems and address them proactively.
Ability to make independent decisions and exercise sound judgment.
Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.
Ability to train others on new skills and procedures and provide lead work direction.

Nice To Haves

Minimum five years of experience planning large scale events.
Experience working in an educational setting.
Experience working with students.

Responsibilities

Leading collegewide scholarship initiatives, including establishing timelines, deliverables, coordinating participants, and being accountable for Project outcomes.
Developing, modifying, implementing, and evaluating college scholarship policies and procedures.
Researching and resolving complex scholarship issues involving multiple policies, procedures, and requirements and developing recommended courses of action.
Analyzing scholarship utilization, award trends, eligibility requirements, donor restrictions, available funding, and program outcomes; identifying issues or gaps; and developing recommendations for improvement.
Analyzing scholarship resources, expenditures, funding patterns, program resources and making recommendations regarding scholarship operations.
Coordinating oversight of 100+ scholarships that are awarded annually to CoSE students.
Independently reviewing scholarship and program procedures for effectiveness and compliance, identifying deficiencies, and recommending revised procedures.
Maintaining up-to-date master list of all scholarships (endowed and non-endowed) and awards and keeping track of status (correctly posted in Academic Works, decision made in compliance with gift agreement, student receipt of funds), and student recipient(s).
Coordinating with Department Chairs and program directors to help ensure scholarships are posted and awarded correctly per donor agreements and funds available.
Organizing meetings between key donors and student recipients to sustain and increase future donations.
Conferring with CoSE Fiscal team on scholarship balances for CoSE-wide scholarship accounts and coordinating transfers from Endowment to Scholarship accounts, if needed.
Setting up or updating CoSE-wide scholarships in Academic Works and opening the portal for applications.
Advertising CoSE-wide scholarships via emails, CoSE website, and flyers.
Coordinating access for Associate Dean and CoSE Scholarship committee members to Academic Works.
Providing committee members with electronic copies of applications, recommendation letters, and other pertinent documents when necessary.
Confirming qualifications of selected scholarship recipients.
Completing, submitting, and tracking scholarship requests in Adobe Sign to ensure timely completion of requests.
Sending scholarship offers/congratulatory letters to selected recipients in Academic Works.
Following up with students who have not accepted their award or provided an acknowledgement letter.
Liaising with the Senior Director of Development, in concert with chairs and program directors, regarding clarifications or changes needed that require donor communications.
Processing scholarships in collaboration with University Advancement and Financial Aid.
Confirming receipt of awards and troubleshooting and resolving awards that are delayed, rejected or deferred.
Coordinating with Department Chairs and program directors to support scholarships being reposted if the student does not return to campus in the fall and informing the Dean of progress made.
Compiling a list of Collegewide and CoSE departments and programs scholarship recipients and providing the list to CoSE web designer for posting and to Donor Event committee for inclusion in the Donor Appreciation program.
Leading internship and student success initiatives, including establishing timelines, deliverables, coordinating participants, and being accountable for project outcomes.
Developing, modifying, implementing, and evaluating procedures related to CoSE student success and career preparation.
Independently determining methods and approaches to facilitation of career preparation activities, establishing priorities and evaluating alternatives.
Researching and resolving complex administrative issues involving multiple policies, procedures, and requirements related to internship opportunities and developing recommended courses of action.
Independently researching programmatic issues related to student career preparation goals and activities, evaluating alternatives, developing conclusions, and providing recommendations to the Dean and Associate Deans.
Coordinating with college leadership and Department Chairs to organize industry visits and events for CoSE students on a semi-weekly basis to facilitate networking opportunities.
Outreaching to industry partners on job training and placement assistance for CoSE students.
Coordinating meetings between foundations, alumni, and other financial supporters of CoSE programs.
Facilitating connections to industry including promotion of internship opportunities for CoSE students.
Assisting with Alumni and networking events for CoSE students.
Actively contributing to the college’s goal of connecting students with industries and individuals that can advance their career opportunities and increase both their professional fulfillment and their impact on society.
Analyzing internship participation, employer engagement, student outcomes, and program effectiveness and developing recommendations for new or improved initiatives.
Organizing and supporting events that create meaningful and strategic experiences between donors and students which are critical in supporting the Empowering Possibility fundraising campaign.
Analyzing participation, costs, engagement outcomes, program effectiveness, and strategic objectives, and recommending improvements to the CoSE Dean.
Leading collegewide donor engagement initiatives, including establishing timelines, deliverables, coordinating participants, and being accountable for project outcomes.
Assisting with the annual CoSE Donor Recognition luncheon in collaboration with the CoSE Donor Appreciation Lunch Planning Committee.
Coordinating short presentations of student speakers with introduction of their faculty mentor or department chair and dissemination of invitations and collection of RSVPs.
Collaborating with ARCS leadership to coordinate annual event, Meets & Greets and Assessment/Site visits.
Liaising with SF State ARCS scholars and research mentors for preparation and participation at ARCS events and meetings.
Organizing the show flow (intro/welcome presentations, presentations by scholars, and breakout rooms for virtual meet and greet); coordinating practice presentations for scholars; meeting logistics, managing invitations.
Coordinating with graphics designer on PowerPoint slides for program/presentation and IT technician on logistics for virtual meetings.
Coordinating scholars’ attendance at event.
Supporting the annual Student Project Showcase which hosts more than 200 projects and nearly 500 visitors to build industry relationships and cultivate donors.
Coordinating Student Job Fair to create career internships and career pathways in collaboration with Associate Deans and Department Chairs.
Coordinating events in consultation with Advancement to align activities with the Empowering Possibility fundraising campaign.
Arranging catering and setting up room and refreshments for various college-wide events, including WISE, as needed.
Providing key administrative and communication support to SNFC lead.
Managing course registrations.
Monitoring SNFC email account for questions regarding registration.
Assisting visitors with registrations including changing registrations, processing refunds, answering questions, etc.
Updating and organizing spreadsheets and other platforms with visitor data.
Communicating with SNFC Lead about registration updates and questions.
Researching and resolving complex administrative issues involving multiple policies, procedures, requirements regarding registrations and developing recommended courses of action.
Supporting course payments by helping process Adobe Sign forms and communicating with UCorp, CPaGE, and SNFC Lead regarding accounting updates, etc.
Assisting with donor-funded stipends, including gathering information from recipients to help steward donor giving.
Performing other duties as assigned.