Administrative Support Coordinator

San José State University; San Jose (CA); On-site; USD 80,000 - 100,000; Full time

Job summary

An established industry player is seeking an Administrative Support Coordinator to enhance the efficiency of its field education program. This role involves maintaining communication with various stakeholders, coordinating office expenditures, and managing critical databases. The ideal candidate will possess strong organizational and communication skills, along with a solid understanding of office procedures. Join a vibrant team at a leading university where your contributions will directly impact the success of students and faculty alike. If you're passionate about supporting educational initiatives and thrive in a dynamic environment, this opportunity is perfect for you.

Benefits

Comprehensive benefits package

Flexible working hours

Qualifications

• 3 years of office work experience required; BA or BS preferred.
• Ability to handle multiple priorities and maintain confidentiality.

Responsibilities

• Maintain communication with internship instructors and students.
• Coordinate office expenditures and manage electronic systems.
• Assist in planning events related to field internships.

Skills

Communication Skills

Organizational Skills

Technical Skills

Database Management

Confidentiality

Problem-Solving

Business Math

Event Planning

Education

High School Diploma or Equivalent

BA or BS (Preferred)

Tools

Learning Management Systems (Canvas)

Excel

PeopleSoft (CMS)

Job description

• Unit 7 - CSUEU - Clerical and Administrative Support Services

Job Search Category/Discipline: Administrative

Time Basis: Full Time

NOTE: 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.

Apply now Job no: 545372
Work type: Staff
Location: San José
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time

Job Summary:

Reporting to the Director of Resources and Operations, and receiving work lead direction from the Director of School of Social Work, the Field Director and the Field office, and the Department Resource Analyst, the Administrative Support Coordinator will work independently, under general supervision, to maintain the efficient operations of the field education program and assist in the overall workings of the School of Social Work.

Key Responsibilities:

• Maintains regular communication with agency internship instructors (FIs), Faculty Field Liaisons (FFL) and field education students.
• Coordinates and processes office expenditures and travel related expenses; interfaces between Analyst's office and Field Director.
• Assists to maintain records of all practicum agreements, MOUs and contract-related documents.
• Tracks agreement expiration dates and assists with renewal of expiring agreements.
• Assists with meetings, agendas, and minutes related to the School and the Field Education Office.
• Provides meeting summaries regarding projects and pressing matters.
• Manages all electronic systems including coordinating, updating and monitoring student, FFL, and agency databases.
• Provides database technical support to FI, FFLs, and students.
• Provides administrative support to internship placement tracking system.
• Assists in the planning and implementation of events related to field internships.
• Coordinates and procures resources necessary for events.

Knowledge, Skills & Abilities:

• Ability to communicate with constituents in a professional and respectful manner.
• Ability to handle multiple work priorities, organize and plan projects.
• Intermediate to advanced skill levels in a broad range of technology, systems and packages.
• Ability to use Learning Management Systems (i.e., Canvas).
• Ability to maintain and confidentially store sensitive and confidential information.
• Knowledge of campus procedures, including experience, or ability to learn, (CMS) PeopleSoft campus system.
• Thorough knowledge of professional general business office procedures and practices.
• Ability to troubleshoot and solve most office and customer-related problems.
• Ability to work with the general public, faculty, staff and students.
• Ability to perform standard business math, calculate ratios, track financial data, and make simple projections.
• Intermediate to advanced knowledge of software applications such as Excel and database management systems.
• Basic knowledge of budget policies and procedures.
• Strong oral communication skills.
• Ability to maintain confidentiality and appropriately handle sensitive communications.
• Working knowledge of or ability to quickly learn about the SJSU Campus programs.

Required Qualifications:

• Completion of a high school program, technical/vocational program, or their equivalents.
• Three (3) years of related office work experience.

Preferred Qualifications:

• BA or BS.
• Four (4) years of office experience including database.

Compensation:

Classification: Administrative Support Coordinator II
Anticipated Hiring Range: $5,096/month - $5,200/month
CSU Salary Range: $3,864/month - $6,072/month

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary.

Application Procedure:

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:

• Resume
• Letter of Interest

All applicants must apply within the specified application period: February 11, 2025 through February 25, 2025. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Additional Information:

Satisfactory completion of a background check is required for employment. SJSU will issue a contingent offer of employment to the selected candidate.

Equal Employment Statement:

San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws.

Advertised: February 11, 2025 (9:00 AM) Pacific Standard Time
Applications close: Open Until Filled