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Administrative Analyst, Facilities Property Management

Req No: 2023-15740
Category: Facilities/Maintenance
Type: Full-Time Central Staff
Salary: $23.00 - $25.00/hour
Close Date:

Overview
This position is open until filled with an initial application review to take place after July 11, 2023.

The starting pay range for this position is $23.00 - $25.00 per hour depending upon qualifications and is non-negotiable.

WHO WE ARE

Established in 1943, the mission of the SDSU Research Foundation (SDSURF) is to focus on realizing the research objectives of San Diego State University, and to be the backbone for faculty and staff to find, attract, win, and administer their research and sponsored programs. SDSU is one of the top public research universities in the nation, furthering discoveries, interventions, and solutions that improve communities and change the world. The SDSURF provides the full life cycle of grants services to faculty and staff to realize these discoveries, interventions, and solutions that make a difference.

WHAT OUR DEPARTMENT DOES

The SDSURF's Facilities Planning & Management department participates in the university's mission of research excellence by supporting and housing funded research in research foundation-owned and leased properties. The model of asset management performance balances research, university, and commercial space occupancies to maximize research opportunities, university needs, and utilizes commercial rent revenue to offset operational expenses. We are a team who collaborate on all daily functions while playing an integral role in the support and success of SDSU researchers.

YOUR ROLE IN CREATING THE UNIVERSITY'S PRESENT AND FUTURE

As an Administrative Analyst with the Facilities Planning & Management team, and under the general direction of the Director of Facilities Planning & Management, you will provide support for the department by performing a variety of routine to complex administrative tasks, including technical work in analyzing data, preparing written/statistical reports and spreadsheets, and reviewing various proposals, contracts, and agreements. You will be responsible for interfacing with senior executives, university representatives, faculty, tenants, vendors, contractors, and a variety of external agencies. Work is performed using considerable judgment and involves management of critical data, integrating processes within an organization as a whole to maintain core services, which support and foster research, as well as the SDSU research mission and overall strategic growth plans.



Responsibilities
THE WORK YOU WILL DO AND MANAGE

As an Administrative Analyst with Facilities Planning & Management, you will participate in the departments management of SDSURF owned and leased research, commercial and administrative spaces, to meet the departments research and budgetary goals and objectives. Those responsibilities include reviews of leases, amendments and exhibits, and coordination of reviews and comments from management, attorneys, and various parties and stakeholders, as well as preparation of these documents for distribution, review, and execution. You will also provide general administrative support in coordination with the Director of Facilities Planning & Management.

You will track several components related to the pre-and-post lease process and workflow, including lease terms and expirations for engagement/negotiation prior to expiration, rental rates, and annual increases for issuance of related notices to tenants, and maintain executed documents, legal files, records, appraisals, and other agreements and correspondence associated with properties and tenant negotiations. You will prepare various lease term analyses to assist with those negotiations.

You will assist with several budgetary functions of the department, including auditing operating expense billings, generating CAM reconciliations and reports (calculating each tenants projected and actual CAM amounts based on their leases and/or relative base years), prepare various income/expense budget projections and variances, as well as assist in the preparation of rent rolls, lease abstracts, monthly performance reports, and proformas related to research foundation owned properties, all while ensuring their accuracy. You will review monthly Accounts Receivable reports and collaborate with Finance and Accounting on the collection of past due rents and payments of expenses.

You will assist with building and tenant signage changes and updates as needed, as well as the preparation of various marketing plans for coordination with commercial real estate brokers, and special projects including mapping of physical property data, and coordinating and integrating data from various software programs (AutoCAD, Excel, Access, PowerPoint, Word, Project, Photoshop, etc.)

You will collaborate with the Director of Facilities Planning & Management on other real estate decisions and transactions, including assistance with tasks related to property donations, acquisitions, and dispositions, as well as other leasing opportunities. Additional related duties that you will perform include due-diligence tasks, coordination of documents with various agents and university departments, and internal processing. You will generate and/or coordinate memorandums, leases, licenses, and other agreements to assist with the use of governmental or non-research foundation-owned property by research projects for various activities to further their research.



Qualifications
THE SKILLS WE NEED

Skills, Knowledge and Abilities Needed

• Ability to maintain attention to detail and accuracy, apply knowledge, plan, prioritize and organize a wide workload and adjust to changing priorities, while meeting established schedules and deadlines.
• Must be able to interpret regulations and codes and apply pertinent industry procedures and practices.
• Ability to read, understand and analyze information, reports, and research data, and communicate analysis succinctly and cogently.
• Ability to communicate effectively, both orally and in writing. Must possess strong typing, spelling, and editing skills with thorough knowledge of grammar.
• Ability to be a highly resourceful team player, and work independently with staff, tenants, consultants, contractors and vendors.
• Ability to demonstrate sound judgment and ethical practices, analyze situations, and adopt effective courses of action, being sensitive to confidential information with discretion.
• Must be highly skilled in Microsoft Office programs, specifically Word and Excel.
• Ability to learn new technologies quickly - e.g. AdobeSign, Smartsheet, AutoCAD, etc.
• Ability to maintain professionalism, provide quality control and an outstanding level of customer service.

Experience and Education

• 3-years of progressively responsible experience in an office or administrative environment.

Preferred Qualifications and Special Skills

• Experience working in a commercial real estate office environment.
• Experience working with financial/accounting systems.
• Any combination of training, experience, and/or education equivalent to graduation from an accredited college or university with a major in business administration, real estate or related field.

WHAT YOU WILL RECEIVE

• Comprehensive medical, dental, and vision plans
• Life and disability insurance plans
• Employer contributed 403b retirement plan
• Generous vacation and sick leave accruals
• 14 paid holidays and 1 annual personal holiday
• Hybrid in-office/telework arrangements
• Employee Assistance Program (EAP)
• Access to campus amenities, including Love Library, Aztec Lanes bowling alley, SDSU transit center, and a variety of coffee shops and eateries.
• Discounted Aztec Recreation Center gym membership and SDSU events
• Wellness workshops

HOW TO APPLY AND TIPS FOR MAKING IT THROUGH OUR HIRING PROCESS

You must apply through the SDSURF Career Page. Make sure your application is complete. Including a resume and cover letter is recommended. Respond to supplemental questions thoroughly.

WHAT OUR HIRING PROCESS IS LIKE

We work as fast as we can to make hiring decisions. However, it may take several weeks for all the parties involved to review your application. We keep in touch each step of the way and inform you of the status of your application.

ADDITIONAL APPLICANT INFORMATION:

• Candidate must reside in California or live in a commutable distance from SDSU at time of hire.
• Job offer is contingent upon satisfactory clearance based on Background Check results (including a criminal record check).
• San Diego State University Research Foundation is an EEO/AA/Disability/Vets Employer

To apply, visit https://careers-sdsurf.icims.com/jobs/15740/administrative-analyst%2c-facilities-property-management/job?in_iframe=1









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