Administrative Support Coordinator (2 Positions)

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

Benefits offered by this job

Comprehensive benefits package

Job summary

The California State University is looking for an Administrative Support Coordinator I to join the College of Engineering at San José State University. This role involves providing administrative support, processing student hires, and ensuring compliance with university policies. Candidates should have strong communication and organizational skills and two years of related office work experience. A Bachelor’s degree and experience in higher education are preferred. The position offers a monthly salary between $4,295 and $4,558, alongside comprehensive benefits.

Qualifications

• Completion of a high school program or equivalent required.
• Two years of related office work experience or equivalent ability.
• Demonstrated ability to learn new technologies.

Responsibilities

• Process hiring for student employment positions.
• Train and supervise new student assistants.
• Assist with onboarding and offboarding of employees.
• Fulfill purchasing requests for department supplies.

Skills

Strong oral and written communication skills

Excellent organizational and coordination skills

Working experience with Google Apps

Ability to perform business math

Ability to schedule and coordinate work

Education

Completion of a high school program or equivalents

Bachelor’s Degree (preferred)

Tools

Microsoft Office

Google Workplace

Oracle/PeopleSoft

Job description

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. The incumbent reports to the Director of Resources and Operations and provides administrative support to the college and designated department(s), performing a full range of clerical and administrative duties, including front desk support, phone answering, greeting visitors, assisting with events, scheduling appointments, managing supplies, distributing mail, hiring assistance, overseeing unionized student employees, approving payroll expenses, responding to academic inquiries, marketing/communications, and maintaining web content.

Key Responsibilities

• Process and complete all aspects of hiring for student employment positions.
• Collect, review, and log student timesheets; track monthly support usage and analyze data to ensure compliance with student employee budget allocations.
• Train new student assistants and provide direct supervision, including coordinating monthly schedules, workflow, and updating training materials.
• Assist with onboarding and offboarding of new employees, including faculty/lecturers, chairs, staff, and student employees.
• Fulfill purchasing requests for supplies, equipment, services, catering, promotions, etc.
• Process and track undergraduate and graduate paperwork submitted to department offices and draft culminating experience requests.
• Collect, review, and analyze course syllabi to ensure compliance with university and department policies, course level information, and accessibility features.
• Collect, maintain, and prepare curriculum and assessment 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 with 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 the 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)
• Benefits: San José State University offers employees a comprehensive benefits package typically worth 30‑35% of base salary.

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.