Project Coordinator

California State University Auxiliary for Sponsored Programs Administration (SPA) is a non‑profit, financially self‑sufficient auxiliary that supports the mission of California State University Bakersfield through federal and non‑federal research, sponsored projects, and other services. This recruitment is open to current on‑campus employees only. The position is full‑time, on‑site, and temporary through September 30, 2027 (continuation contingent on performance and funding).

About the role

CATALYST (Cultivating Adaptive Teaching And Learning with AI‑Supported Technologies) is a five‑year U.S. Department of Education Strengthening Institutions Program grant (Fund SP521) housed in the College of Natural Sciences, Mathematics, and Engineering (NSME). The project integrates AI into STEM curriculum and the teaching and learning ecosystem to raise gateway STEM course success and first‑year retention, build employer‑valued AI competencies and industry‑recognized AWS credential pathways, train STEM faculty in AI pedagogy, and establish regional employer partnerships. Under the general supervision of the Project Director/Principal Investigator, the Project Coordinator holds delegated operational authority for day‑to‑day management of the project and serves as the operational hub connecting faculty, students, employers, and the external evaluator.

Responsibilities

Project Operations, Scheduling & Documentation

• Coordinate day‑to‑day administrative project operations and serve as a primary point of contact for established project information.
• Maintain the project schedule and tracking tools for activities, deadlines, milestones, and deliverables; update them as information is received from the Project Director and project participants.
• Coordinate day‑to‑day scheduling and communication among project participants and participating departments to support timely completion of assigned activities.
• Monitor the status of assigned activities and provide a monthly status update to the Project Director, identifying overdue items or logistical issues for direction as needed.
• Convene and support project team and standing meetings by coordinating schedules, preparing agendas and materials, recording meeting notes, and tracking action items for follow‑up.
• Maintain project documentation and records of activities, decisions, and deliverables in accordance with CSU Records Retention & Disposal Schedules and funding agency requirements.

Partnership, Professional Development & Event Logistics

• Coordinate logistics for professional development activities, faculty workshops, visiting expert events, and dissemination events, including scheduling, venue reservations, materials, and registration.
• Coordinate quarterly Industry Advisory Board meetings, including scheduling, meeting materials, attendance records, and follow‑up on logistical action items.
• Coordinate the administrative logistics for employer partnerships and applied‑learning activities, including internships and capstones; maintain contact and activity records and route substantive program questions or decisions to the Project Director.
• Serve as a primary point of contact for internal and external stakeholders (faculty, students, employer partners, vendors, external evaluator) regarding project partnerships, professional‑development activities, and events; provide established information, coordinate routine communications and follow‑up, and refer questions requiring program, policy, or grant interpretation to the Project Director.

Evaluation Data Collection & Reporting Support

• Coordinate data collection logistics for project evaluation and supply the external evaluator with agreed data each term.
• Track participation and outcome records (e.g., students served, faculty trained, credentials awarded, employer partnerships) with a high degree of accuracy and confidentiality.
• Support the Project Director in preparing the Annual Performance Report and other federal reporting.

Financial Transactions, Procurement & Budget Records

• Process financial transactions, including purchase requisitions, vendor payments, travel claims, reimbursements, and stipend paperwork; review budget‑related forms for accuracy before obtaining approval signatures.
• Coordinate procurement and vendor arrangements for project activities including gathering required information, tracking requests, and communicating routine status updates.
• Maintain accurate budget records and expense worksheets; reconcile expenditures and encumbrances and prepare expenditure information for the Project Director's budget reviews with Grants, Research, and Sponsored Programs (GRaSP).

Requirements

Education & Experience

• High school diploma or GED and four (4) years of recent administrative support experience.

Skills, Knowledge & Abilities

• Regular and reliable attendance.
• Proficiency with project management tools and Microsoft Office applications (Word, Excel, Outlook).
• Ability to quickly learn campus software, including CMS/CFS for budget and reconciliation and 25Live for event scheduling.
• Knowledge or skill in budget management, financial record‑keeping, and processing financial transactions.
• Ability to set priorities, exercise delegated authority, and complete all work in a timely manner.
• Working knowledge of budget policies and procedures.
• Ability to draft and compose correspondence and standard reports.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• Ability to use tact and diplomacy to effectively handle a broad range of high‑level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
• Thorough knowledge of English grammar, spelling, and punctuation.
• Ability to interpret, communicate, and apply policies and procedures.
• Ability to maintain a high degree of confidentiality.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time‑sensitive deadlines.
• Excellent computer skills and competence with a variety of computer applications including word‑processing, spreadsheets, databases, on‑line systems, Internet, online calendaring, and email.
• Working knowledge of or ability to quickly learn University infrastructure.

Qualifications

Preferred

• Experience supporting grant‑funded projects, including federal grant reporting requirements.
• Experience with budget management and financial record‑keeping.
• Familiarity with STEM instruction or educational technology.
• Demonstrated skills in an institutional/educational environment possessing a customer‑oriented and service‑centered attitude.

Benefits

• Medical, dental, and vision coverage
• Vacation and sick leave accrual
• 15 paid holidays per year

Pay

Anticipated hiring range: $4,300 – $4,700 monthly (offer amount commensurate with candidate's experience, education, skills, and training). Classification salary range: $3,864 – $6,652 monthly.

Schedule

Full‑time, on‑site (in‑person at business location). Temporary appointment ending on or before September 30, 2027.

Physical Demands

Sedentary work — involves mainly sitting; minimal walking and standing; lifting light weight objects limited to 15 pounds.

Special Conditions

• Screening: Only applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position.
• Background Check: Satisfactory completion of a background check (including a criminal records check) is required for employment. A conditional offer may be rescinded if the background check reveals disqualifying information or if the candidate knowingly with