Administrative Support Coordinator

The California State University; Northern (KY); Hybrid; USD 610,000 - 623,000; Full time

Benefits offered by this job

Benefits package

Job summary

San José State University is seeking an Administrative Support Coordinator to provide administrative, operational, and fiscal support for the Bursar's Office, coordinating processes and assisting with budget and purchasing.

Reporting to the University Bursar, the role involves recruiting coordination, onboarding, calendar management, and ensuring timely completion of deadlines, while upholding university policies.

Qualifications

• Completion of a high school program or its equivalent.
• Two years of related office work experience or a combination of education and experience which demonstrates the ability to perform the essential functions of the position.
• Preferred: Bachelor's degree in Business Administration, Accounting, Finance, Public Administration or related field.
• Experience with PeopleSoft, Google Workspace; Microsoft Office; CSUBuy; Concur.

Responsibilities

• Coordinate and monitor daily administrative operations including processing mail and checks, ordering supplies, and managing facility and technology requests
• Collaborate with Administrative team to develop, maintain and/or update administrative workflows and business processes
• Coordinate office activities including meetings and special events
• Monitor administrative deadlines and ensure timely completion of assignments
• Coordinate employee recruitments, including scheduling interviews, communicating with candidates, preparing recruitment materials, and supporting hiring processes
• Coordinate onboarding/offboarding activities for employees and student assistants, including facilitating access requests, equipment coordination, workspace preparation, and required documentation
• Coordinate building access requests, office space assignments, and equipment tracking for department personnel
• Serve as the primary coordinator for student assistant administrative matters and personnel documentation, including all phases of the recruitment process and time keeping
• Process and track requisitions, monitor purchase orders, and coordinate payment of invoices
• Manage department calendars, meetings, and scheduling activities

Skills

Professional communication

Office software

Policy interpretation

Troubleshooting

Systems thinking

Budget analysis

Written communication

Interpersonal skills

Education

High school completion

Bachelor’s degree (preferred)

Tools

PeopleSoft

Google Workspace

Microsoft Office

CSUBuy

Concur

Job description

Apply now Job no: 560967
Work type: Staff
Location: San José
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Finance/Accounting, Probationary, Full Time

Reporting to the University Bursar and receiving direction from the Bursar's Office leadership team, the Administrative Support Coordinator provides administrative, operational, and fiscal support for the Bursar's Office. The incumbent coordinates administrative processes, supports personnel and procurement activities, maintains department records, assists with budget and purchasing transactions, and provides customer-focused service to department staff, campus partners, and external constituents. The position supports efficient office operations through coordination of daily administrative functions and adherence to university policies and procedures.

Key Responsibilities

• Coordinate and monitor daily administrative operations including processing mail and checks, ordering supplies, and managing facility and technology requests
• Collaborate with Administrative team to develop, maintain and/or update administrative workflows and business processes
• Coordinate office activities including meetings and special events
• Monitor administrative deadlines and ensure timely completion of assignments
• Coordinate employee recruitments, including scheduling interviews, communicating with candidates, preparing recruitment materials, and supporting hiring processes
• Coordinate onboarding/offboarding activities for employees and student assistants, including facilitating access requests, equipment coordination, workspace preparation, and required documentation
• Coordinate building access requests, office space assignments, and equipment tracking for department personnel
• Serve as the primary coordinator for student assistant administrative matters and personnel documentation, including all phases of the recruitment process and time keeping
• Process and track requisitions, monitor purchase orders, and coordinate payment of invoices
• Manage department calendars, meetings, and scheduling activities

Knowledge, Skills & Abilities

• Ability to communicate with constituents in a professional and respectful manner
• General awareness of emerging technologies, including artificial intelligence (AI), and a willingness to develop skills in their appropriate, responsible, and ethical use in a higher education environment, consistent with institutional policies and practices
• Expertise in using office software packages, technology and systems
• Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist
• Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area
• Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas
• Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions
• Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference
• Ability to prepare clear written correspondence, reports, and routine administrative documentation
• Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations
• Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature

Required Qualifications

• Completion of a high school program, technical/vocational program, or their equivalents
• Two years of related office work experience or a combination of education and experience which demonstrates the ability to perform the essential functions of the position

Preferred Qualifications

• Bachelor’s degree in Business Administration, Accounting, Finance, Public Administration or a related field
• Five years of progressively responsible administrative support experience in a complex office environment
• Experience with PeopleSoft, Google Workspace; Microsoft Office; CSUBuy; Concur
• Cal State University or higher education experience

Compensation

Classification: Administrative Support Coordinator I
Anticipated Hiring Range: $4,558/month - $4,649/month (Step 7 or Step 8)
CSU Salary Range: $/month - $/month (Step 1 – Step 20)
San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary .

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found athttps://calstate.policystat.com/policy/9779821/latest/ and questions may be sent [e-mail] .

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.
The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.
SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)
All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Officeor report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing athttps://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email [e-mail] .

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing athttps://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf . The purpose of the report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email [e-mail] .

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

Equal Employment Statement

San José State University is an equal opportunity employer. The university prohibits discrimination based on age, ancestry, caste, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, marital status, medical condition, military status, nationality, race, religion, religious creed, sex, sexual orientation, sex stereotype, and veteran status. This policy applies to all San José State University students, faculty, and staff, and universities programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus). Reasonable accommodation is made for applicants with disabilities who self-disclose. San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply the requirements set forth in CSU Executive Order 1083 as a condition of employment.

Advertised: Sep 08 2026 Pacific Daylight Time
Applications close: