Administrative Support Coordinator (2 Positions)

The California State University; California (MO); On-site; USD 47,932 - 50,867; Full time

Benefits offered by this job

Comprehensive benefits package

Employee development opportunities

Job summary

The California State University is seeking an Administrative Support Coordinator for its San José campus to provide clerical and administrative support across departments. This role involves front desk support, managing student hiring processes, and assisting with various operational duties. Ideal candidates should possess strong communication skills, organizational abilities, and basic technology proficiency. A high school diploma is required, with a preference for candidates holding a bachelor’s degree. Salary is competitive, offering a range of $4,295 to $4,558 monthly.

Qualifications

• Completion of a high school program or technical/vocational program.
• Two years of related office work experience or equivalent education and experience.

Responsibilities

• Provide administrative support to college and designated department(s).
• Process hiring for student employment positions.
• Collect and review student timesheets.
• Train new student assistants and provide supervision.
• Assist with onboarding and offboarding of new employees.

Skills

Strong oral and written communication skills

Excellent organizational and coordination skills

Ability to work as part of a team

Ability to maintain confidentiality

Attention to detail

Education

High school program or equivalent

Bachelor’s Degree (preferred)

Tools

Microsoft Office

Google Apps

Oracle/PeopleSoft platforms

DocuSign

Job description

Administrative Support Coordinator (2 Positions)

Apply now Job no: 557444
Work type: Staff
Location: San José
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)

Job Summary

San José State University’s Charles W. Davidson College of Engineering is an innovative, collaborative, and supportive environment that empowers employees to achieve professional and personal goals while contributing to the university’s student-centered mission. A member of the 23-campus California State university system, San José State University (SJSU) is situated in the entrepreneurial heart of Silicon Valley. The College of Engineering at San Jose State University comprises ten departments and independent programs which employs nearly 400 faculty and staff to support more than 7,000 local and international students. Committed to excellence and service, the expert staff of the College of Engineering frequently work with multiple external stakeholders and partners from across campus and other institutions.

Reporting to the Director of Resources and Operations, the incumbent provides administrative support to the college and designated department(s). This position performs a full range of clerical and administrative duties to support employees and students. Duties include, but are not limited to, front desk support and answering phones, greeting all visitors and students, assisting with events and scheduling appointments, tracking and ordering office/classroom/lab supplies, mail distribution, assisting with hiring, supervision, and oversight of unionized student employees, approval and tracking of student payroll expenses, supporting academic inquiries, marketing/communications, and updating web-based content. The Administrative Support Coordinator will provide back-up support to departments as assigned, and will serve as an on-site supervisor to student employees.

This position advances strategic initiatives and ensures day-to-day business functions are aligned with the core values of diversity, equity, inclusion, and accessibility.

Key Responsibilities

• Process and complete all aspects of hiring for student employment positions.
• Collect, review, and log student timesheets; track monthly student support usage and analyze data to ensure compliance with student employee budget allocations for various accounts and funding sources.
• Train new student assistants and provide direct supervision to student assistants, including coordinating monthly schedules and workflow, and updating written training materials.
• Assist with the onboarding and offboarding of new employees, including faculty/lecturers, chairs, staff, and student employees.
• Fulfill purchasing requests for supplies, business stationery, equipment, professional development, services, catering, hospitality, promotional items, etc.
• Process and track undergraduate and graduate paperwork submitted to the department office(s), and draft culminating experience requests.
• Collect, review and analyze course syllabi to ensure compliance to university and department policies, course level information, and accessibility features.
• Collect, maintain, and prepare curriculum and assessment related materials, including Program Assessment (ABET, WASC) documents and records.
• Update and maintain communications on behalf of the department(s), including webpages, social media, bulletin boards, and newsletters.
• Provide general operational support for the designated department(s).
• Prepare documents and reports as requested by Department Chair(s), Faculty, and Dean’s Office.
• Address concerns, answer questions, and provide guidance from/for faculty, staff, students, prospective students, alumni, industry professionals, and the general public.

Knowledge, Skills & Abilities

• Strong oral and written communication skills.
• Demonstrated knowledge of English grammar, business writing, punctuation and spelling; ability to compose and appropriately format correspondence, presentations, and reports.
• Excellent organizational and coordination skills.
• Detail-oriented, multi-tasker with the ability to perform accurately.
• Ability to quickly learn and apply a variety of state, federal, CSU, and SJSU policies and procedures.
• Ability to perform business math, calculate ratios and percentages, track financial data, and make accurate projections.
• Working experience of Google Apps and Microsoft Office software.
• Ability to track and summarize data using spreadsheets.
• Working knowledge of data analysis tools and electronic forms.
• Ability to make presentations; mastery of social media; experience in web editing and web applications.
• Ability to schedule, coordinate, and guide work of student employees.
• Ability to work as part of a team, and handle multiple work unit priorities and projects.
• Ability to effectively establish and maintain cooperative and positive working relationships.
• Ability to work with a diverse population, including students and faculty.
• Ability to maintain confidentiality and appropriately handle sensitive situations.
• Ability to work in a fast-paced educational, community service, or customer service environment.
• Demonstrated ability to learn, adapt to, and apply artificial intelligence and other emerging technologies.

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.
• Experience working in a higher education environment.
• Experience with Microsoft Suite, Google Workplace, Oracle/PeopleSoft platforms, DocuSign, Zoom, and learning management systems.
• Experience with strong communication and customer service.

Compensation

Classification: Administrative Support Coordinator I
Anticipated Hiring Range: $4,295/month - $4,558/month (Step 4 – Step 7)
CSU Salary Range: $4,047/month - $5,896/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.

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 Office or 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 at https://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 at https://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, as well as university 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 with the requirements set forth in CSU Executive Order 1083 as a condition of employment.