AA CARES Grant Coordinator - (Administrative Analyst/Specialist - Exempt II) - Race, Empowerment, and Justice

*SFSU INTERNAL APPLICANTS ONLY*

Working Title

AA CARES Grant 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 titleix.sfsu.edu 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 vpsaem@sfsu.edu.

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.

Department

Race, Empowerment and Justice

Appointment Type

Temporary

Time Base

Full-Time (1.0 FTE)

Work Schedule

Monday through Friday, 8:00 AM-5:00 PM

Anticipated Hiring Salary

$5797.00 Per Month ($69,564.00 Annually)

Salary is commensurate with experience.

Position Summary

The Grant Coordinator manages oversees AA CARES’s fiscal operations, especially its funding from the State of California. It involves, but is not limited to, preparing and reviewing payment request documents for all AA CARES financial accounts, managing subcontracts with community partners, and leading the recruitment process of new program staff. Day-to-day work is performed independently, and the Grants Administrator is expected to work effectively while prioritizing assignments to meet deadlines. Under the supervision of the AA CARES Executive Director, this role provides a broad range of fiscal support for the AA CARES.

Position Information

Grant Management

• This manager is responsible for the day-to-day activities of the administrative and business service activities of AA CARES/Stop AAPI Hate Asian American Studies Appropriation project
• Serve as the program liaison with other university departments and community stakeholders in regards to financial and HR-related matters
• Assists in program planning and evaluates effectiveness
• Coordinates activities and ensures compliance for the $10 million grant issued by the State of California.
• Creates and tracks annual budgets for AA CARES projects and operations
• Monitors budgets, reconciles expenditures, and prepares financial reports through proficient and experienced use of Oracle/CFS Data Warehouse database and other university budget databases as appropriate
• Serves as the prime contact for the third-party, coalition partners, and contractors, with strong familiarity and established, trusted relationships with these partners. May manage relationships with outside entities or agencies and manage sensitive information.
• Collect and organize bid documents, contracts, interagency agreements, and other special purchasing documents when required with a purchase order
• Processes, organizes and maintains financial, employment, and payment request forms, often containing highly sensitive material
• Review any purchases that may require a TAR (technology review) based on Information Technology Services requirements
• Facilitates the recruitment of AA CARES personnel, including, but not limited to, drafting position descriptions, preparing and requesting HR-related recruitment forms, assisting the college with the onboarding process, setting up E-TRAC, and completing background checks
• Trains staff to navigate fiscal protocol
• Respond to internal and external vendor inquiries
• Monitor and track AAPI Hate budget and actual expenditures
• Follow Budget Office, Fiscal Affairs and Academic Resources deadlines, monitor and coordinate Fiscal Year and Year-End processes, which include quarterly, mid-year, and final year-end reports. Reconcile accounts receivable at the program level from different revenue sources. Fulfill the program’s monthly and quarterly reporting requirements using queries and other financial reporting tools as needed

Requisitions

• Prepare, review, process, and maintain purchasing and expenditure documents (purchase requisitions, Procurement card, Travel card transitions, payment requests, honorariums, stipends, independent contractor invoice requests, etc.) for compliance with accounting and purchasing regulations
• Maintain a detailed expenditure logging/tracking system using Excel and Box for reporting and reconciliation purposes
• Reconcile program’s revenue and expenses
• Research and analyze items and services subject to purchasing; resolve problems and respond to inquiries related to these expenditures
• Download and file fully executed fiscal documents in DocuSign or electronic signature software, such as Special Project Agreements, delegation of authority, journal entries, procurement card reports, business expense reimbursements, hospitality, direct pay requests, petty cash, travel requests, and expense claims

Program Management

• Independent determination of approaches to project and priorities. Work is reviewed against overall goals and objectives, with full accountability for results.
• Use of appreciable judgement in the development of policies and procedures related to issues frequently not covered by existing politics and procedures. Precedents and politics to guide development activities may be available for reference.
• May oversee day-to-day AA CARES projects and programs and provide lead work direction to other professional or administrative staff, with accountability for results.
• Join projects, as necessary, and ensure end-deliverables
• Ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus.
• Collaborate with College of Ethnic Studies Dean's Office staff on financial processes

Other duties as assigned

Minimum Qualifications

Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices and methods. This foundation would normally be obtained through a bachelor’s degree and/or equivalent training and administrative work involving study, analysis, and/or evaluation leading to the development of improvement or 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 education policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations
• Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies. Ability to anticipate problems and address them proactively.
• Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions.
• Ability to work with representatives from public and private entities and handle potentially sensitive situations. Demonstrated consultative skills in working with internal and external constituent groups.
• Ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus.
• Demonstrated ability and expertise in and advanced knowledge of the principles, problems, and methods of public and finance administration and operations.

Preferred Qualifications

• Masters in Public or Higher Education Administration, Human Resources, or related field
• Demonstrated experience providing administrative, operations, and/or fiscal support
• Customer orientation and ability to adapt/respond to different types of stakeholders
• \Ability to work independently with use of best judgment
• Possess excellent written and oral communication skills, and attention to detail
• Excellent communication, organization and presentation skills. Ability to represent Stop AAPI Hate to constituencies and to develop good working relationships internally and externally.
• Highly detail-oriented with exceptional organizational skills and the ability to multitask
• Ability to multi-task, maintain attention to detail, and maintain a professional demeanor
• Ability to maintain a high level of confidentiality with information
• Thorough knowledge of and ability to apply administrative expertise to complex programs and/or administrative specialties, including pertinent laws and regulations
• Demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management.
• Proficiency in Microsoft Office Suite

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.

Benefits

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 employee.

CSUEU Position (For CSUEU Positions Only)

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

Additional Information

SF STATE IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS).

Thank you for your interest in employment with California State University (CSU). CSU is a state entity whose business operations reside within the State of California. Because of this, CSU prohibits hiring employees to perform CSU-related work outside of California with very limited exception. While this position may be eligible for occasional telework, all work is expected to be performed in the state of California, and this position is assigned to on-campus operations.

CSU strongly encourages faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/.

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.

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.

*SFSU INTERNAL APPLICANTS ONLY*

Advertised: Sep 16 2025 Pacific Daylight Time
Applications close:

• 

• Cal State University (CSU) San Francisco

• (415) 338-1111

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