Advising Support Coordinator

The California State University; California (MO); Hybrid; USD 62,000 - 67,000; Full time

Job summary

San José State University is seeking an Advising Support Coordinator to provide complex administrative, analytical, and project support for the Undergraduate Advising and Success unit. The role independently coordinates division initiatives, office operations, executive schedules, events, and key administrative processes while maintaining discretion with confidential matters.

Serving as a liaison to campus partners, the incumbent helps advance student success initiatives through effective

Qualifications

• Bachelor's degree or equivalent training.
• Two years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
• Experience working in higher education or the CSU system.
• Experience with CMS/PeopleSoft and EAB Navigate/Spartan Connect.

Responsibilities

• Coordinate projects and act as liaison with campus constituents for Undergraduate Advising and Success initiatives.
• Develop and maintain project documentation including timelines and workflows.
• Coordinate meetings, agendas, notes, and subcommittee activities for the unit.
• Train users on budget-tracking and workload-reconciliation systems; create training materials.
• Support budgeting, procurement, payroll, and absence-tracking with budget analyst.
• Manage AVP and Managing Director calendars and travel arrangements.
• Oversee day-to-day office operations and records management.
• Maintain databases/files and assist with center activities.
• Maintain templates, forms, website, and provide basic tech support.

Skills

Project management

Communication skills

Interpersonal skills

Policy knowledge

Organization

Research & problem-solving

Education

Bachelor's degree or equivalent

Tools

CMS/PeopleSoft

EAB Navigate/Spartan Connect

BI software

Job description

Apply now Job no: 561122
Work type: Staff
Location: San José
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time

Reporting to the Interim Associate Vice Provost for Undergraduate Student Success, the Advising Support Coordinator provides complex administrative, analytical, and project support for the Undergraduate Advising and Success unit. The position independently coordinates division initiatives, office operations, executive schedules, events, and key administrative processes while maintaining a high level of discretion with confidential matters. Serving as a liaison to campus partners, the incumbent helps advance student success initiatives through effective communication, organized project execution, and responsive support to students, faculty, staff, and leadership. This role contributes to efficient unit operations and a welcoming, collaborative environment for diverse campus communities

Key Responsibilities

• Manage and coordinate projects assigned by the AVP, serving as a primary contact and liaison with campus constituents in support of Undergraduate Advising and Success initiatives.
• Develop and maintain project documentation, including timelines, scopes, process maps, workflows, and related materials.
• Coordinate meetings, agendas, notes, special projects, events, and subcommittee activities for the unit and student success centers.
• Train unit users on budget-tracking and workload-reconciliation systems; create training materials as needed.
• Support contract, procurement, payment, salary reimbursement, payroll, and absence-tracking processes in collaboration with the budget analyst.
• Manage the AVP and Managing Director calendars, staff office hours, travel arrangements, and meeting logistics to support effective use of leadership time.
• Oversee day-to-day office operations, including incoming calls, records management, correspondence proofreading, onboarding coordination, and document distribution.
• Provide administrative support to student success centers by maintaining databases and files, referring questions to appropriate resources, and assisting with center activities.
• Maintain DocuSign templates and forms, the unit website and social media, and provide basic technology support for offices, shared spaces, and online meetings.

Knowledge, Skills & Abilities

• Knowledge of, or ability to learn, CSU and SJSU academic policies, procedures, and requirements.
• Ability to independently manage complex administrative programs, projects, and processes while applying relevant policies, procedures, laws, and regulations.
• Strong project-management skills, including the ability to develop timelines, scopes, workflows, process maps, and documentation.
• Excellent written, oral, and presentation communication skills, with the ability to convey information and recommendations clearly and persuasively.
• Excellent interpersonal and relationship-building skills with the ability to work effectively with individuals at all organizational levels and with diverse constituents.
• Critical-thinking, research, and problem-solving skills, including the ability to investigate issues with broad administrative impact and develop sound recommendations.
• Knowledge of administrative survey techniques, operations and systems analysis, and statistical and research methods.
• Ability to organize multiple priorities, manage confidential information, and exercise sound judgment in a fast-paced environment.
• Ability to work effectively with culturally and ethnically diverse populations, including low-income and first-generation students.
• General awareness of emerging technologies, including artificial intelligence, and willingness to use them responsibly and ethically in accordance with institutional policies.

Required Qualifications

• A bachelor's degree and/or equivalent training.
• Two years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

Preferred Qualifications

• Bachelor’s Degree in related field.
• Three years of relevant work experience performing similar functions
• Experience working in higher education or the California State University system.
• Experience working with business intelligence software and workflow management tools.
• Demonstrated experience of CMS/PeopleSoft and EAB Navigate/Spartan Connect.
• Demonstrated experience composing correspondence and reports.
• Experience working in student services environment in higher education.
• Demonstrated experience working effectively with culturally and ethnically diverse populations as well as low-income and first-generation college students.
• One year of experience in an office environment.

Compensation

Classification: Administrative Analyst/Specialist - Exempt I
Anticipated Hiring Range: $5,597/month - $5,970/month (Step 4 – Step 7)
CSU Salary Range: $5,274/month - $7,684/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 .

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. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to [e-mail] .

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 Officeor 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 at [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 this 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 at [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.