Administrative Support Coordinator II

San Jose State University; San Jose (CA); In loco; USD 58.000 - 61.000; Tempo pieno

Descrizione del lavoro

San José State University is seeking an Administrative Support Coordinator II to support the Field Education Program and School of Social Work. The role reports to the Director of Resources and Operations and provides administrative support to the Field Director, faculty, staff, students, and internship agency partners.

Key duties include managing daily office operations, maintaining records, handling expenses, and supporting field course enrollment and placement activities.

Competenze

• Completion of a high school program or equivalent.
• Three years of related office work experience.

Mansioni

• Coordinate daily office operations and respond to inquiries.
• Manage databases and internship placement systems; provide technical support.
• Maintain practicum agreements, agency files, and policy documents.
• Support events, trainings, and campus activities; assist with logistics.
• Prepare meeting materials and coordinate with campus offices.

Conoscenze

Professional communication

Organizational skills

Multitasking

Customer service

Canvas LMS

Formazione

Bachelor's degree

Strumenti

Microsoft Office

PeopleSoft

Adobe Acrobat

Google Programs

Descrizione del lavoro

Job Summary

The School of Social Work is seeking an Administrative SupportCoordinator II to support the efficient operation of the FieldEducation Program and the School of Social Work. Reporting to theDirector of Resources and Operations and receiving work leaddirection from the Director of the School of Social Work, theincumbent will provide administrative support to the FieldDirector, faculty, staff, students, and internship agencypartners.

Key Responsibilities

• Coordinate daily office operations, respond to student andagency inquiries, maintain student and program records, processexpenses, and assist with academic and administrative requests
• Manage electronic databases and internship placement systems,provide technical support, track student and agency information,and assist with field course enrollment and placementactivities
• Maintain practicum agreements, memoranda of understanding,agency files, student handbooks, policy documents, accreditationmaterials, surveys, and the School’s website
• Assist with internship, service-learning, advising,orientation, training, internship and job fair, and other Schoolevents, including facilities, catering, supplies, parking,registration, attendance, and event logistics
• Prepare meeting materials and summaries; coordinate withfaculty, students, field instructors, agencies, Admissions andRecords, Institutional Research, and other campus offices

Knowledge, Skills & Abilities

• Ability to communicate with constituents in a professional andrespectful manner
• General awareness of emerging technologies, includingartificial intelligence (AI), and a willingness to develop skillsin their appropriate, responsible, and ethical use in a highereducation environment, consistent with institutional policies andpractices.
• Ability to communicate with constituents in a professional andrespectful manner
• Ability to handle multiple work priorities, organize and planprojects. Must have organizational skills sufficient to handleheavy workload, multiple projects with frequent interruptions, andschedule changes
• Intermediate to advanced skill levels in a broad range oftechnology, systems and packages including but not limited to:Microsoft
• Office Suite, Adobe Acrobat, Google programs, PeopleSoft, Excelor Google sheets data functions, etc.
• Ability to use Learning Management Systems (i.e., Canvas)
• Ability to maintain and confidentially store sensitive andconfidential FERP related information
• Knowledge of campus procedures, including experience, orability to learn, (CMS) PeopleSoft campus system
• Thorough knowledge of professional general business officeprocedures and practices
• Ability to troubleshoot and solve most office andcustomer-related problems as well as software and technologyplatforms
• Ability to work with the general public, faculty, staff andstudents in a competent, diplomatic and open communicationstyle;
• Ability to perform standard business math, calculate ratios,track financial data, and make simple projections
• Verbal skills sufficient to give clear, concise, and accurateinformation
• Intermediate to advanced knowledge of software applicationssuch as Excel, database management systems, and other software usedfor database purposes
• Basic knowledge of budget policies and procedures
• Strong oral communication skills. Must possess excellentcustomer service and public relations skills
• Ability to maintain confidentiality and appropriately handlesensitive communications with employees and external agencies
• Working knowledge of or ability to quickly learn about the SJSUCampus programs, and ability to implement and manage information asit requires adjustment and change
• Ability to handle multiple work priorities, organize, planwork, events, and projects

Required Qualifications

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

Preferred Qualifications

• Bachelor of Arts or Bachelor of Science
• Four (4) years of office experience including databaseexperience

Compensation

Classification: Administrative Support Coordinator II

Anticipated Hiring Range: $5,219/month - $5,430/month (Step 10 –Step 12)

CSU Salary Range: $4,367/month - $6,362/month (Step 1 – Step20)

San José State University offers employees a comprehensive benefitspackage typically worth 30-35% of your base salary. For moreinformation on programs available, please see the EmployeeBenefits Summary .

Contact Information

People and Culture

[e-mail]

CSU Vaccination Policy

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

Additional Information

Satisfactory completion of a background check (including a criminalrecords check) is required for employment. SJSU will issue acontingent offer of employment to the selected candidate, which maybe rescinded if the background check reveals disqualifyinginformation, and/or it is discovered that the candidate knowinglywithheld or falsified information. Failure to satisfactorilycomplete the background check may affect the continued employmentof a current CSU employee who was offered the position on acontingent basis.

The standard background check includes: criminal check, employmentand education verification. Depending on the position, a motorvehicle and/or credit check may be required. All background checksare conducted through the university's third party vendor, AccurateBackground. Some positions may also require fingerprinting. SJSUwill pay all costs associated with this procedure. Evidence ofrequired degree(s) or certification(s) will be required at time ofhire.

SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS.(e.g. H1-B VISAS)

All San José State University employees are considered mandatedreporters under the California Child Abuse and Neglect ReportingAct and are required to comply with the requirements set forth inCSU Executive Order 1083 as a condition of employment. Incumbent isalso required to promptly report any knowledge of a possible TitleIX related incident to the Title IX Office or report anydiscrimination, harassment, and/or retaliation to the Office ofEqual Opportunity.

Education Code 89521 Requirements:

Applicants will be required to disclose whether they have received a finaladministrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years onlyafter a determination is made that they meet the minimumqualifications for the position, and before an offer of employmentis extended. Applicants who reach the final stages of theapplication process must also sign a release form that authorizesthe release of information by the applicant’s current and/or formeremployers to the CSU concerning any substantiated allegations ofmisconduct.

Jeanne Clery Disclosure of Campus Security Policy and CrimeStatistics Act and Campus Housing Fire SafetyNotification:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policyand 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 policystatements, emergency preparedness and evacuation information,crime prevention and Sexual Assault prevention information, andinformation about drug and alcohol prevention programming. The ASRalso contains statistics of Clery crimes for San José StateUniversity locations for the three most recent calendar years. Apaper copy of the ASR is available upon request by contacting theOffice of the Clery Director by phone at 408-924-1501 or by emailat [e-mail].

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

Campus Security Authority - In accordance with the Jeanne CleryDisclosure of Campus Security Policy and Campus Crime StatisticsAct (Clery Act) and CSU systemwide policy, this position is subjectto ongoing review for designation as a Campus Security Authority.Individuals that are designated as Campus Security Authorities arerequired to immediately report Clery incidents to the institutionand complete Clery Act training as determined by the universityClery Director.

Equal Employment Statement

San José State University is an equal opportunity employer. Theuniversity prohibits discrimination based on age, ancestry, caste,color, disability, ethnicity, gender, gender expression, genderidentity, genetic information, marital status, medical condition,military status, nationality, race, religion, religious creed, sex,sexual orientation, sex stereotype, and veteran status. This policyapplies to all San José State University students, faculty, andstaff, as well as university programs and activities. Title IX ofthe Education Amendments of 1972, and certain other federal andstate laws, prohibit discrimination on the basis of sex in alleducation programs and activities operated by the university (bothon and off campus). Reasonable accommodation is made for applicantswith disabilities who self-disclose. San José State Universityemployees are considered mandated reporters under the CaliforniaChild Abuse and Neglect Reporting Act and are required to complywith the requirements set forth in CSU Executive Order 1083 as acondition of employment.