Job Description

REQUIREMENTS

• 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

• Master’s degree or higher from an accredited college or university in public administration, environmental studies, public health, science, or a related field.

PREFERRED QUALIFICATIONS AND SPECIAL SKILLS

• Experience maintaining records, tracking deadlines, preparing written communications, and coordinating multiple stakeholders.
• Experience working in a university, research foundation, government, nonprofit, sponsored programs, regulatory, or scientific/technical project environment.
• Experience supporting contracts, grants, subcontracts, consultants, reviewers, advisory panels, or external experts.
• Experience collecting and organizing curriculum vitae, disclosure forms, COI documents, or similar compliance materials.

RESPONSIBILITES

PROGRAM COORDINATION AND ADMINISTRATIVE SUPPORT — 35%

• Serves as a central administrative point of support for the CalEPA External Scientific Peer Review Program.
• 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.
• Tracks incoming communications from the Program and supports timely acknowledgment of receipt within required contract timelines.
• Schedules and supports project meetings, prepares agendas as needed, and drafts written meeting summaries identifying decisions, next steps, and key procedural or substantive points.
• Maintains internal tracking tools for peer review requests, deadlines, deliverables, reviewer status, COI documentation, subcontract status, and completed peer reviews.
• Assists with preparation of written annual summaries of work completed, peer reviewers used, and project activity during the prior state fiscal year.
• 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%

• Assists the project team in preparing peer review request letters, compiling review materials, and collecting information and related documentation for peer reviewer candidates.
• 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.
• Helps maintain a table for each review request that documents how peer reviewer candidates’ areas of expertise align with the materials to be reviewed.
• Coordinates administrative communications with peer reviewer candidates and approved peer reviewers, including sending approved directions, tracking responses, and supporting the timely completion of reviews.
• Assists in collecting completed peer review reports from reviewers and prepares them for submission to the Program.
• Tracks requests for additional or replacement peer reviewer candidates and supports timely response to Program requests.
• 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%

• Maintains project files in an organized file system accessible to authorized Program contacts.
• Assists with preparation and updating of file system guidance documents and instructions for Program access.
• Ensures that written communications and materials related to ongoing peer reviews are handled as confidential throughout the peer review process.
• Supports collection and tracking of COI forms for the Principal Investigator, Co-Principal Investigators, Peer Review Program Advisors, and peer reviewer candidates.
• Coordinates with appropriate SDSURF staff to support subcontract documentation for peer reviewers.
• 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%

• Maintains detailed calendars and tracking systems for agreement deliverables and peer review engagement deadlines.
• 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.
• Provides reminders to project personnel regarding upcoming deadlines and required documentation.
• Assists in compiling deliverables for review by the Principal Investigator or other authorized project personnel before submission.

OTHER DUTIES AND RESPONSIBILITIES — 5%

• Attends project meetings, staff meetings, and trainings as required.
• 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.
• Assists with post-review advice coordination when requested, including administrative communication with reviewers and tracking of related subcontract documentation.
• Performs other related administrative and program support duties as assigned.

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