Job Details

Administrative Support Associate Sponsored Programs Administration REQUISITION 621164164 University Enterprises, Inc. (UEI) at Sacramento State is seeking an Administrative Support Associate for Sponsored Programs Administration. As a Sacramento State non-profit business auxiliary, UEI creates and manages programs and services that enhance the University's educational mission. The Sponsored Programs Administration (SPA) office has two teams, Post-Award Administration and the California Intern Network (CAIN). The SPA office through its Post-Award Administration team supports the research and sponsored activity efforts of Sacramento State faculty and staff through the administration of grants and contracts funded by the federal and state government as well as private foundations and other organizations. The Post-Award team provides services such as account and financial management, expenditure processing, budget management, compliance and audit oversight, and serves as a liaison with funding agencies and various university and UEI offices. CAIN is a full-service program within UEI that provides more than 1,500 college students the opportunity to work in their field of study while in school and apply what they have learned in a real-world work environment. The CAIN team provides services such as account administration, expenditure processing, budget management, compliance, and audit oversight. The team works closely with HR and Payroll staff and serves as a liaison to clients helping them determine and fill their workforce needs with students. Clients are from federal and state agencies, non-profit organizations, and private businesses throughout California. RATE OF PAY: $3,363 - $5,044 per month BENEFITS: UEI offers an excellent benefits package that includes: Participation in CalPERS Retirement Program Paid Vacation Time – starting at 6.66 hours accrued/month Paid Sick Time – 8 hours accrued/month Paid Holidays – 14 paid holidays per year including paid time off the week between Christmas Day and New Year's Day as the CSUS campus is closed Excellent medical benefits – 100% employer-paid medical & dental for employee-only coverage and low cost for family coverage Educational Assistance Program for employees and/or dependents Work from home for up to two days per week with supervisor approval and may proceed a successful probationary period Child care subsidy View a comprehensive list of all of the benefits at FILING DEADLINE: This position closes to new applicants on March 9, 2025. Your application will be reviewed after this date. APPLY ONLINE: To be considered, all applicants must apply through the UEI website at Applicants who apply outside of this link will not be considered. CONDITIONS OF EMPLOYMENT: This is a full-time, non-exempt (eligible for overtime pay), benefited position that is covered under the California Public Employees' Retirement System. Continued employment in this position is dependent upon the mutual consent of University Enterprises and the employee, and either University Enterprises or the employee can, at any time, terminate the employment relationship at will, with or without cause. The selected candidate must furnish proof of eligibility to work in the United States. University Enterprises, Inc. is not a sponsoring agency (i.e. H-1B Visa). It is strongly recommended that all University Enterprises, Inc. employees follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications. MINIMUM QUALIFICATIONS Demonstrated general office and clerical experience. Demonstrated experience with standard business computer software including word processing, data entry, and spreadsheets, such as the programs in the Microsoft Office Suite. Excellent oral and written communication skills, interpersonal skills, and skills to effectively function as part of a team and with other departments. Demonstrated experience effectively communicating and working with all levels of employees and/or customers while maintaining a professional demeanor and exercising tact and good judgment. Ability to function effectively in a detail-oriented capacity, to respond effectively to changes in priorities and overlapping deadlines, and to work independently. Demonstrated experience performing accounting functions and related computer applications. Excellent organizational skills and multi-tasking abilities. Skills in maintaining a complex filing system (manually and electronically) including numerical files. Must be fingerprinted and pass a background check. Must continue to meet the established standards. PREFERRED QUALIFICATIONS Experience with computer systems and software packages used by UEI and Sacramento State including, but not limited to, CentralSquare ONESolution/Finance Enterprise (formerly Superion/SunGard/Bi-Tech) and Ultimate Kronos Group (UKG) Workforce Ready software. Experience reading and interpreting grant and/or contract language. Experience scanning and archiving documents. PHYSICAL REQUIREMENTS With or without a reasonable accommodation: Sits for extended periods; frequently stands and walks; manual dexterity and hand-eye coordination; correctable hearing and vision to normal range; verbal communication; use of office equipment including computers, telephones, calculators, copiers, printers, scanners, and fax machines. WORKING CONDITIONS Work is performed in an office environment; continuous contact with staff, the campus community, and representatives of funding agencies. DUTIES AND RESPONSIBILITIES The Administrative Support Associate (Associate) is a member of the Administration and Operations team supporting general office operation and providing administrative support to the Sponsored Programs Administration (SPA) Post Award team. The Associate performs a variety of basic accounting-type and analytical tasks (e.g., account setup, reviewing contracts/grants), serves as the primary receptionist for SPA, handles daily data entry and oral and written communications, and other assigned projects. The position reports directly to and receives general supervision from the Administrative Support Coordinator (ASC). The position receives general work direction from the ASC with tasks generated by Post-Award Analysts in coordination with the ASC. The specific duties and responsibilities are as follows: Maintains, gathers, and analyzes data and information for various purposes including but not limited to data entry, communication routing, reporting, and form completion. Provides administrative assistance with post-award tasks such as preparing basic accounting journal entries; reviewing and routing expenditures. Assists with data entry of award information into grants/contracts management database; analyzes document types and information. Serves as a point of contact for centralized functions by email and phone and assists with virtual meetings/office hours through Zoom; fields routine questions from clients; and completes forms, prepares memos, emails, or other correspondence pertaining to team needs. Assists with updating, modifying, verifying, and closing out grants, contracts, and accounts consistent with department policies and procedures using the applicable software. Creates and updates spreadsheets from department billing information, general ledger data, and payroll reports to assist with reporting and invoicing. Creates and updates various databases related to grants/contracts or financial management. Manually and electronically updates and maintains logs of department accounts such as faculty time and effort tracking, airfare purchase orders, and advances. Creates and updates signature cards for Principal Investigators/Project Directors. Completes forms and form letters, prepares memos, letters, or other correspondence. Attends recurring weekly and monthly internal meetings and participates in meetings and/or training sessions with faculty or clients. Performs reception duties including screening and/or directing phone calls and visitors; fielding requests and questions and responding appropriately; assisting with inquiries concerning grants/contracts, programs, and/or events; and mail distribution. Performs scanning duties including preparing documents for scanning and uploading documents into a database. Engages in ongoing email correspondence with internal and external contacts, performs filing and photocopying tasks, and other job-related duties as assigned. Performs special projects, as assigned, including, but not limited to, testing and reporting of IT needs, making travel arrangements, planning/organizing special events, scheduling and calendaring meetings, making meeting arrangements, and recording meeting minutes. Note: This position vacancy is with University Enterprises Inc., an auxiliary organization of California State University, Sacramento. This is not a University position; the incumbent will be an employee of University Enterprises. University Enterprises operates commercial enterprises on the California State University, Sacramento campus; it is responsible for grant and contract management and fiscal services for University research and sponsored programs and provides fiscal services to University related agencies and activities. University Enterprises is a non-profit corporation governed by a board of directors in conformance with the appropriate State of California codes and policy directives of the Board of Trustees and the campus administration. University Enterprises is an equal opportunity employer and is committed to an active nondiscrimination program. It is the stated policy of University Enterprises that all employees and applicants shall receive equal consideration and treatment. All recruitment, hiring, placement, and promotions will be on a basis of qualifications of the individual for the position being filled, regardless of race, color, religion, ancestry, national origin, age (over 40 years), sex, sexual orientation, marital status, medical condition (diagnosis or history of cancer), citizenship, veteran status, or physical or mental disability. Any persons who feel that they have been discriminated against in connection with an application for employment should contact University Enterprises' Director of Human Resources at (916) ###-####. As defined in Section 12926(F), Government Code 12990. AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER In compliance with the Jeanne Clery Disclosure of Campus Security Police and Campus Crime Statistics Act, California State University, Sacramento has made crime reporting statistics available on-line at www.csus.edu/police/cleryact.htm. Print copies are available in the CSUS library and by request from the CSUS Office of Public Safety and the Office of the Vice President for Student Affairs. recblid 8tq4a1oxk93drxqfwum3a4y9fkpizm