Program Support Coordinator (Administrative Support Coordinator II ), Office of Student Research

Job Summary:

This position is essential to the Office of Student Research and Innovation (OSRI) providing administrative work that involves evaluation and recommendations related to operational functions and student research grant administration. The incumbent exercises independent judgment and full accountability for workflow and completion of work for the assigned support staff and improve processes, documentation, and reporting to support program effectiveness. Work is performed independently under general direction related to goals.

Responsibilities:

• Planning and execution of student research grant cycles from initiation through closeout.
• Develop and maintain program guidelines, timelines, and operational calendars to ensure consistent implementation.
• Configure and coordinate InfoReady application cycles; maintain application components, eligibility rules, communications, and workflows.
• Coordinate reviewer recruitment/materials, monitor review progress, and ensure awards are processed in accordance with CSU/campus requirements.
• Maintain complete, audit-ready program records and program cycle documentation.
• Program reporting, tracking, and data maintenance.
• Develop and maintain comprehensive trackers and reporting tools for applications, reviews, awards, payments, timelines, participation, and program activity.
• Produce recurring and ad hoc reports (monthly/quarterly/annual) summarizing program volume, cycle-time, participation, and outcomes for leadership and stakeholders.
• Ensure data integrity across systems (e.g., InfoReady exports, trackers, shared files) and establish consistent documentation standards.
• Support evidence-based planning by identifying trends, gaps, and operational risks and elevating findings to the Director with recommendations.
• Monitor program budgets, allocations, commitments, and expenditures across assigned programs. Reconcile accounts and resolve discrepancies.
• Prepare annual allocation and spending plans. Provide routine budget status reports and assist leadership with forecasting review.
• Ensure fiscal transactions (purchasing, reimbursements, travel, student appointments) are complete, properly documented, and aligned with allowability requirements.
• Coordinate grant-related fiscal activity with Academic Affairs and College budget staff to ensure accurate reporting, timely processing, and consistent documentation
• Events, trainings, and stakeholder coordination.
• Plan and coordinate logistics for OSR-sponsored events, trainings, and meetings (e.g., Research Week, Taste of Research, workshops, advisory boards).
• Develop event plans, timelines, run-of-show documents, task assignments, and communication schedules.
• Coordinate vendors/venues/AV/registration. Coordinate participant communications and day-of troubleshooting.
• Track attendance and compile post-event documentation, results summaries, and improvement recommendations for future cycles.
• Policy application, compliance support, and internal controls.
• Interpret and apply CSU/campus policies and program requirements related to eligibility, documentation, procurement/travel, and award administration.
• Establish and maintain internal controls (checklists, standardized documentation, file requirements, approval routing) to strengthen compliance and audit readiness.
• Research and resolve payment/reimbursement/charge issues. Document decisions and corrective actions. Elevate complex items as needed.
• Evaluate program operations and service delivery. Identify process bottlenecks and recommend improvements to timelines, communications, and workflows.
• Coordinate surveys and feedback collection. Compile results and translate findings into actionable recommendations.
• Implement approved process improvements and update SOPs, templates, guidance documents, and training materials to ensure consistency.
• Draft and edit program communications and marketing materials. Ensure accuracy and alignment with CSU/campus messaging standards.
• Maintain and update website content, publications, communications, deadlines, program pages, and informational resources to support participation and transparency.
• Produce newsletters, program materials, and standard communications to stakeholders.
• Provide lead work direction to student employees supporting program operations and events (task assignment, training, quality review).
• Develop task guides and office procedures for recurring workflows. Ensure deliverables meet standards

Minimum Qualifications:

High School diploma or its equivalent AND five years of progressively responsible experience in general