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Institute For Stem Education Program Coordinator (Temporary)

This position provides administrative and clerical support for grant-funded programs affiliated with the Institute for STEM Education. Under the general direction of Institute leadership and program coordinators, the incumbent supports program operations, assists with grant-related administrative processes, and performs a variety of financial, communications, and office support tasks to ensure efficient day-to-day operations.

Responsibilities

Administrative Support

• As a primary responsibility, the ISE Program Coordinator provides administrative and clerical support.
• The Program Coordinator assists with and processes administrative transactions, including requisitions, scholarships, purchase orders, stipends, payments, procurement card activity, and travel, in accordance with CSU and grant guidelines.
• Providing purchasing and contract processing support.
• Coordinating room reservations and hospitality arrangements.
• Managing travel bookings and reimbursement processing.
• Processing participant support payments.
• Administering student scholarship processing.
• Supporting recruitment activities.
• Scheduling and preparing documents.
• Maintaining records and data.
• Updating website content.

Program Support

• The ISE Program Coordinator supports a number of grant-funded programs affiliated with the Institute for STEM Education.
• Support small- and large-scale events for various programs including location reservation and set-up, meeting materials and supplies, transportation, and hospitality.
• Assist with outreach and recruitment activities for student service programs (MSTI/MAST, Noyce Scholars, Aspiring Educators, CAP, HOST Labs), by coordinating communications, maintaining contact lists and supporting events and informational sessions.
• Provide administrative support for scholarship processes, including application tracking, documentation, coordination with students and campus partners, and recordkeeping.
• Collect, compile, and maintain program data and assist with preparation of reports for program funders using established templates and systems.

Communication Coordinator

• The ISE Program Coordinator provides administrative and operational support for Institute communications activities in coordination with Institute leadership.
• Serve as a point of contact for routine communications with students and faculty regarding Institute programs and opportunities, under the direction of Institute leadership.
• Coordinate communications strategies to increase awareness of the Institute's programs.
• Maintain and update Institute website content using CSUEB Cascade in accordance with established standards and guidelines.
• Prepare, update and distribute flyers, brochures, posters, and other outreach materials using established branding guidelines and templates.
• Coordinate the preparation and distribution of marketing mailers and a monthly newsletter to campus and community partners.

Minimum Qualifications

• Completion of a high school program, technical/vocational program, or their equivalent, combined with related office work experience.
• Functional knowledge of and skill in standard office procedures and practices.
• Thorough knowledge of English grammar, spelling, and punctuation, and the ability to clearly communicate orally and in writing.
• Ability to perform basic mathematical calculations.
• Ability to use and quickly learn new office support technology systems and software packages, such as Microsoft Office, Adobe Acrobat, or equivalent office productivity software.

Preferred Skills and Knowledge

Experience

• Two years of administrative and communications experience with progressively increasing responsibility, preferably in an academic setting.

Knowledge, Skills, and Abilities

• Experience to be fully functional in all technical aspects of work assignments.
• Detailed knowledge or the ability to learn applicable university infrastructure, policies, and procedures.
• Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
• Ability to independently handle multiple work unit priorities and projects.
• Ability to apply a wide variety of policies and procedures with guidance from the appropriate administrator when needed.
• Working knowledge of budget policies and procedures.
• Ability to calculate ratios and percentages, track financial data, and make simple projections.
• Ability to draft and compose correspondence and standard reports.
• Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.