Development Office Coordinator (Administrative Analyst/Specialist, Exempt I) (10466)

  • San Francisco
  • San Francisco, California
  • Aug 03, 2020
Full Time Administrative Analysis and Research Clerical and Administrative Support

Job Description

Working Title
Development Office Coordinator

SF State University
San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.

Applicants may visit for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing

San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.

The person holding this position may be 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.

This position may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

University Development

Appointment Type*
This is a one year probationary position.

Time Base*
Full-Time (1.0)

Work Schedule*
Monday to Friday; 8 a.m. to 5 p.m.

Anticipated Hiring Range*
$4,584 per month ($55,008 annually)

Salary is commensurate with experience.

Position Summary*
Under the supervision of the Executive Director of Development and Campaign Operations, the Development Office Coordinator provides a broad range of administrative support for the Development office and the development officers and serve as a member of the Development Office administration support team. The Development Office Coordinator is responsible for administrating highly sensitive and a high volume of duties including: tracking overall Development department expenses such as professional development and work study, assisting development officers with reimbursements, ordering office supplies, reconciling procurement card reports and invoices, maintaining conference room schedules, greeting visitors, answering phones, assisting with scheduling recruitment, payroll and absence administration, creating requisitions, and assisting with monitoring/training student assistants. The incumbent will serve as the front office representative, providing professional and friendly customer service. The incumbent will also master ConCur and train other staff on it and other related software. The Development Coordinator will collaborate with Advancement¿s Finance and Operations team on fiscal affairs and human resources functions for University Development.

Position Information
Administrative Support: Day-to-Day operations
- Sends daily news clips to Development staff
- Schedules meetings, reserves rooms, requests equipment set-up, orders food and beverages as appropriate, prepares printed agendas and other documents/presentations
- Answers phone and routes calls as appropriate
- Greets and escorts visitors
- Routes internal and external mail/correspondence
- Oversees overall orderliness and cleanliness of office
- Oversees maintenance of equipment and supplies
- Orders keys and assists with phone line and email set-up for Development staff
- Submits service requests for moves, repairs, cleaning, etc
- Serves as a backup to other administrative support staff
- Manage the conference room calendar

Administrative Support: Fundraising
- As necessary, gathers pertinent background material and information to assist officers with donor correspondence
- Assists with mailing of donor correspondence and fundraising appeals, as appropriate
- Provides officers with background information for meetings (maps, directions, etc.)
- Assists with arranging facilities, food service, audio visual, and other logistical tasks for meetings, programs and selected events involving officers
- Handles travel arrangements for officers
- Arranges daily parking permits for officers
- Prepares travel itineraries

Fiscal Affairs
- Present and train Development staff on policies and procedures
- Processes invoices for General Fund and University Corporation
- Processes travel, hospitality and miscellaneous reimbursements for officers
- Reconciles procurement card for Office Max and general purchases
- Develops, coordinates and executes purchase processes and requests; creates and submits online requisitions
- Processes direct pay forms and reimbursements forms
- Orders and maintains office supplies, furniture, equipment and stationery
- Manages all invoices, payments and payment approval processes for Development
- Assist the Executive Director of Development with fiscal and budget oversight and usage of Development funds including tracking professional development funds and other funds deemed appropriate
- Prepare fund transfers as needed

- Coordinate Human Resources (HR) activities and processes, including hiring, posting, position changes, classification and compensation, on-boarding and separation for the Development department, in collaboration with the Operations Coordinator
- Submits ETRACs for staff, consultants and student assistants
- Handle personnel and payroll transactions, including processing required paperwork and online transactions.
- Posts ads and positions online, as needed
- Oversees absence management process to ensure that the reported time are submitted accurately and approved in a timely manner for the Development department
- Sends daily out of office notices
- Tracks student hours and approves student payroll
- Collaborates with the Operations Coordinator from University Advancement
- Leads the onboarding process for all new hires for Development employees, including obtaining building access and parking, providing telecommunications equipment as well as orientation, etc
- Works with the Executive Director of Development to update and maintain the Development onboarding deck

Other duties as assigned.

Minimum Qualifications*
- 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.
- 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.
-Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty.
- Working knowledge of operational and fiscal analysis and techniques.
- Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
- 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 anticipate problems and address them proactively.
- Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form.
- Ability to train others on new skills and procedures and provide lead work direction.
- 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 organize and plan work and projects including handling multiple priorities.
- Ability to make independent decisions and exercise sound judgment.
- Ability to compile, write, and present reports related to program or administrative specialty.
- Demonstrated ability to establish and maintain effective working relationships within and outside the workgroup and serve as a liaison for the organizational unit.

Preferred Qualifications
- Minimum of three years of administrative support experience.
- Excellent written, verbal communication, and interpersonal skills.
- Demonstrated attention to detail and ability to prioritize and meet frequent deadlines.
- Ability to handle sensitive and confidential matters.
- Strong organizational and time management skills
- Applicant must be proficient in using software such as MS Word, Excel, Outlook, Adobe Acrobat, Internet and other software applications.
- Experienced in producing presentation materials such as flow charts, tables and graphic displays.
- Demonstrates strong team player skills and the ability to work harmoniously with a diverse workforce.
- High level of poise, judgement, and resilience professional.
- Positive attitude and a team player.
- Experience working in Development, Advancement or other related departments.
- Solid knowledge of fundraising-related aspects is highly desired.
- Experience working in a fundraising environment.
- Familiarity with donor management databases, preferably Advance Web Access (AWA).

Pre-Employment Requirements
This position requires the successful completion of a background check.

Eligibility to Work*
Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.

Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.

We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employees.

CSUEU Position
Eligible and qualified on-campus applicants, currently in bargaining units 2, 5, 7, and 9 are given hiring preference.

How To Apply

Submit an online application and upload in one file attachment your resume, cover letter, describing your specific qualifications for each position AND three (3) professional references who can comment upon your education and/or job related experience.


The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.

Application Deadline
This position is open until filled.

Review of applications to begin 01/16/2020.

Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time.
Closing Date/Time: Open until filled

Job Address

San Francisco, California 94132 United States View Map