Overview:
The starting pay range for this position is $33.80 to $53.93 per hour depending upon qualifications and is non-negotiable.
This position is scheduled to close on 8/31/2026 at 11:00 am (PST) and is open to internal and external candidates.
Researchers in the San Diego State University Department of Civil, Construction, and Environmental Engineering and the School of Public Health (via the San Diego State University Research Foundation) is seeking a part-time Administrative Program Coordinator (20 hours/week) to support the California Environmental Protection Agency (CalEPA) External Scientific Peer Review Program (ESPR). All CalEPA organizations are required under state law to obtain an external scientific peer review when proposing a rule that contains a scientific element or is based in science. The ESPR provides CalEPA organization employees the resources and services necessary to meet this statutory requirement during the rulemaking process. The California State Water Resources Control Board (Water Board) oversees and administers the ESPR on behalf of CalEPA organizations. SDSURF will implement the ESPR as a contractor to the Water Board from July 1, 2026 until July 1 2031. SDSURF’s responsibilities as a contractor include identifying highly qualified external experts to perform impartial, independent peer reviews when requested by a CalEPA organization.
Under general supervision, the Administrative Program Coordinator will provide high-level administrative, operational, and coordination support for a statewide external scientific peer review program conducted under agreement with CalEPA and the State Water Resources Control Board. This position will support the Principal Investigators, Peer Review Program Advisors, internal and external peer reviewers, and SDSU Research Foundation administrative staff in carrying out contract deliverables. The position requires strong organizational skills, attention to detail, professionalism, discretion, and the ability to manage multiple time-sensitive tasks in a confidential environment.
The Administrative Program Coordinator will coordinate communications, maintain project files and tracking systems, support peer reviewer candidate documentation, assist with conflict-of-interest (COI) and subcontracting workflows, prepare meeting summaries and annual summaries, and help ensure that deliverables are completed on schedule and in compliance with applicable agreement requirements.
Responsibilities:
The Administrative Program Coordinator is responsible for the following tasks (subject to minor variation depending on project needs):
PROGRAM COORDINATION AND ADMINISTRATIVE SUPPORT — 35%
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Serves as a central administrative point of support for the CalEPA External Scientific Peer Review Program.
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Coordinates routine communications among SDSURF project personnel and subcontractors, including the Principal Investigator, Co-Principal Investigators, Peer Review Program Advisors, internal and external contracted peer reviewers, and the State Water Resources Control Board’s Program contacts.
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Tracks incoming communications from the Program and supports timely acknowledgment of receipt within required contract timelines.
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Schedules and supports project meetings, prepares agendas as needed, and drafts written meeting summaries identifying decisions, next steps, and key procedural or substantive points.
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Maintains internal tracking tools for peer review requests, deadlines, deliverables, reviewer status, COI documentation, subcontract status, and completed peer reviews.
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Assists with preparation of written annual summaries of work completed, peer reviewers used, and project activity during the prior state fiscal year.
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Supports coordination of project workflows during regular business hours and helps ensure project activities and deliverables are completed and submitted on time.
PEER REVIEW PROCESS SUPPORT — 30%
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Assists the project team in preparing peer review request letters, compiling review materials, and collecting information and related documentation for peer reviewer candidates.
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Supports the identification and documentation process for peer reviewer candidates, including collection and organization of contact information, institutional affiliations, titles, curriculum vitae, summaries of expertise, and COI forms.
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Helps maintain a table for each review request that documents how peer reviewer candidates’ areas of expertise align with the materials to be reviewed.
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Coordinates administrative communications with peer reviewer candidates and approved peer reviewers, including sending approved directions, tracking responses, and supporting the timely completion of reviews.
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Assists in collecting completed peer review reports from reviewers and prepares them for submission to the Program.
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Tracks requests for additional or replacement peer reviewer candidates and supports timely response to Program requests.
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Maintains records of former peer reviewers who are disqualified from future service, based on direction from Program and project leadership.
COMPLIANCE, CONFIDENTIALITY, AND DOCUMENT MANAGEMENT — 20%
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Maintains project files in an organized file system accessible to authorized Program contacts.
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Assists with preparation and updating of file system guidance documents and instructions for Program access.
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Ensures that written communications and materials related to ongoing peer reviews are handled as confidential throughout the peer review process.
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Supports collection and tracking of COI forms for the Principal Investigator, Co-Principal Investigators, Peer Review Program Advisors, and peer reviewer candidates.
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Coordinates with appropriate SDSURF staff to support subcontract documentation for peer reviewers.
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Uses Adobe Pro software to ensure that final peer review documents comply with Web Content Accessibility Guidelines (WCAG) and PDF/UA (Universal Access, or ISO 14289).
DELIVERABLE AND DEADLINE TRACKING — 10%
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Maintains detailed calendars and tracking systems for agreement deliverables and peer review engagement deadlines.
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Monitors contract timelines, including required deadlines for acknowledgments, meeting summaries, candidate lists, reviewer initiation notices, completed reviews, corrected work products, annual summaries, file system guidance documents, template matrices, reviewer directions, COI forms, and subcontract templates.
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Provides reminders to project personnel regarding upcoming deadlines and required documentation.
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Assists in compiling deliverables for review by the Principal Investigator or other authorized project personnel before submission.
OTHER DUTIES AND RESPONSIBILITIES — 5%
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Attends project meetings, staff meetings, and trainings as required.
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Supports with preparing invoices, budgets, and reports in collaboration with the project Fund Manager, the Principal Investigator, co-Principal Investigators, and other SDSURF administrative staff.
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Assists with post-review advice coordination when requested, including administrative communication with reviewers and tracking of related subcontract documentation.
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Performs other related administrative and program support duties as assigned.
Qualifications:
Knowledge and Abilities:
- Strong writing skills and experience preparing meeting summaries, administrative reports, templates, procedures, or guidance documents.
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Experience using Microsoft Word, Excel, Outlook, Teams, Adobe Acrobat, cloud-based file systems, and project tracking tools.
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Familiarity with accessibility requirements for documents and web-posted materials.
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Ability to maintain confidentiality and exercise sound judgment when handling sensitive or pre-decisional materials.
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Ability to communicate professionally with faculty, agency staff, consultants, reviewers, and administrative personnel.
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Strong attention to detail and ability to meet firm deadlines in a fast-paced environment.
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Ability to work independently, prioritize competing tasks, and follow established procedures.
Minimum Education & Experience
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Bachelor’s degree and/or equivalent training and administration work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
- Five years of progressively responsible experience in office or administrative environment
Preferred Education & Experience
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Master’s degree or higher from an accredited college or university in public administration, environmental studies, public health, science, or a related field.
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Experience maintaining records, tracking deadlines, preparing written communications, and coordinating multiple stakeholders.
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Experience working in a university, research foundation, government, nonprofit, sponsored programs, regulatory, or scientific/technical project environment.
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Experience supporting contracts, grants, subcontracts, consultants, reviewers, advisory panels, or external experts.
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Experience collecting and organizing curriculum vitae, disclosure forms, COI documents, or similar compliance materials.
ADDITIONAL APPLICANT INFORMATION
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Candidate must reside in California and live within a commutable distance from SDSU at time of hire.
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Job offer is contingent upon satisfactory clearance based on background check results (including a criminal record check).
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San Diego State University Research Foundation is an equal opportunity employer. Consistent with California law and federal civil rights laws, SDSU Research Foundation provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin or any other categories protected by federal or state law.
- Employment decisions are based on an individual’s qualifications as they relate to the job under consideration. Our commitment to equal opportunity means ensuring that every employee has equal access to resources and support.
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SDSU Research Foundation complies with Titles VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), and other applicable state and federal anti-discrimination laws including grant or contract terms and conditions related to funded program activities. Further the SDSU Research Foundation maintains a Nondiscrimination Policy that prohibits discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of unlawful discrimination, harassment, and retaliation in all programs, policies, and practices.
- SDSU Research Foundation makes all employment decisions including, but not limited to, applicant screening, hiring, promotion, demotion, compensation, benefits, disciplinary actions, and terminations on the basis of merit.
