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 office clerical or secretarial work or the equivalent.
Required Qualifications:
• Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
• Thorough mastery of English grammar, punctuation, and spelling.
• Expertise in using office software packages, technology, and systems.
• Ability to interpret and apply policies and procedures independently and use judgment and discretion to act when precedents do not exist.
• Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
• Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
• Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
• Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
• Ability to effectively write and present own reports.
• Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
• Ability to use negotiation and persuasion skills to achieve results and expedite projects.
Preferred Qualifications:
• Two (2) years of progressively responsible experience in program administration/coordination, fiscal tracking, grants or student program support, records management, and/or higher education administration.
• Experience with grants administration, program operations, and/or compliance documentation
• Experience with budget tracking, procurement processes, and travel reimbursements in an institutional setting.
• Experience using InfoReady (or similar grant/application management system), event registration tools, and web content management systems
• Experience planning and supporting events and training, producing communications and marketing materials
• Bachelor’s degree from an accredited institution and/or equivalent training and progressively responsible administrative work experience involving study, analysis, and/or evaluation leading to improvements in policies, procedures, and/or program operations.
• Knowledge of and ability to apply CSU/campus policies and procedures related to program administration, procurement, travel, and documentation standards.
• Ability to plan and coordinate program cycles and operational timelines and manage multiple competing deadlines.
• Ability to support budget monitoring, reconciliation support, and fiscal documentation in coordination with budget staff.
• Strong written communication skills (drafting, editing, and formatting guidance, communications, and program materials).
• Ability to work effectively with diverse stakeholders (students, faculty, reviewers, and campus partners) and provide high-quality customer service.
• Proficiency with Microsoft Office (Excel, Word, Outlook), Teams/Slack (or equivalent), web content management tools, and design/communication tools (e.g., Canva).
• Ability to learn and manage program systems (e.g., InfoReady or similar).
Compensation and Benefits:
The salary offered will take into account internal equity and experience among other factors.
Initial salary step placement will be Step 1 - $4,367 per month for qualified candidates.
CSU Classification Salary Step Range: $4,367 - $6,362 per month (Step 1 – Step 20)
The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 15 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.
Position Information:
Work status: Full-time / Non-Exempt/ Probationary
Academic year schedule: Monday through Friday (8:00 am – 5:00 pm), some evenings/weekends.
Summer schedule: Monday through Thursday (7:00 am - 5:30 pm), some evenings/weekends.
The application deadline is: May 8th 2026, at 11:55PM
California State University, San Bernardino, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California. As of January 1, 2022 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.
California State University, San Bernardino is not a sponsoring agency for staff or management positions (i.e. H1-B Visas).
CSUSB is not an E-Verify employer and cannot support visa holders with certain requirements (e.g., H1B, F1, STEM OPT).
Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.
Conditions of Employment
Background Check
Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.
Drivers License Check
Possession of a valid Driver's License is required. Employees in this position will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver's license and reflects driving record.
Mandated Reporter
The person holding this position is considered a `mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
I-9
CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.
Statement of Commitment to Diversity
In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.
California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion
Closing Statement:
Reasonable Accommodation
We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact CSUSB Benefits at benefits@csusb.edu.
Smoking
CSUSB is a smoke and tobacco-free campus. See policy at https://calstate.policystat.com/policy/6591951/latest/.
Clery Act
In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California