Administrative Support Coordinator

The California 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 operations of its field education program. This role involves maintaining vital communication with faculty and students, managing office expenditures, and ensuring the efficient functioning of databases. The ideal candidate will possess strong organizational and communication skills, alongside the ability to handle multiple priorities effectively. Join a dynamic team dedicated to supporting students and faculty in a collaborative environment, while contributing to the success of vital educational programs. This is an excellent opportunity to make a meaningful impact in a supportive academic setting.

Benefits

Comprehensive Benefits Package

Flexible Work Hours

Professional Development Opportunities

Qualifications

• 3 years of related office work experience required.
• Intermediate to advanced skills in technology and systems.

Responsibilities

• Maintain communication with internship instructors and students.
• Process office expenditures and manage databases.

Skills

Organizational Skills

Communication Skills

Customer Service

Problem Solving

Business Math

Confidentiality Management

Education

High School Diploma or Equivalent

Bachelor's Degree (Preferred)

Tools

Microsoft Office Suite

Adobe Acrobat

PeopleSoft

Learning Management Systems (Canvas)

Database Management Systems

Job description

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
• Track agreement expiration dates and assist with renewal of expiring agreements
• Assists with meetings, agendas, and minutes related to the School and the Field Education Office. Takes notes at Field Faculty Meetings, field office meetings and staff meetings
• Provides meeting summaries regarding projects and pressing matters
• Manages all electronic systems including coordinating, updating and monitoring student, FFL, and agency databases, including INPlace or other database systems, and the uploading of internship and service learning descriptions into the database by students, assisting in implementing software program for student internship evaluations
• Provides database technical support to FI, FFLs, and students, including system troubleshooting, access, and user functions that update student, faculty, placement, or field agency information
• Provides administrative support to internship placement tracking system, including updates and changes that enhance user experience and system efficiency
• Assists in the planning and implementation of events related to field internships, internship and job fairs, advising, service learning programs, student and FI orientations and trainings, and other events associated with the School
• Coordinates and procures resources necessary for events (i.e., room and facility reservations, ordering of supplies and catering, parking arrangements and permits, communicating with students, faculty, guests, and visitors involved in 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. Must have organizational skills sufficient to handle heavy workload, multiple projects with frequent interruptions, and schedule changes
• Intermediate to advanced skill levels in a broad range of technology, systems and packages including but not limited to: Microsoft Office Suite, Adobe Acrobat, Google programs, PeopleSoft, Excel or Google sheets data functions, etc.
• Ability to use Learning Management Systems (i.e., Canvas)
• Ability to maintain and confidentially store sensitive and confidential FERP related 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 as well as software and technology platforms
• Ability to work with the general public, faculty, staff and students in a competent, diplomatic and open communication style;
• 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, database management systems, and other software used for database purposes
• Basic knowledge of budget policies and procedures
• Strong oral communication skills. Must possess excellent customer service and public relations skills
• Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies
• Working knowledge of or ability to quickly learn about the SJSU Campus programs, and ability to implement and manage information as it requires adjustment and change

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. For more information on programs available, please see the Employee Benefits Summary.

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.

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.

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)

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. This policy applies to all SJSU students, faculty and staff programs and activities.