Art Department Admin Coordinator: Operations & Support

California State University; San Jose (CA); On-site; USD 53,000 - 56,000; Full time

Job summary

San José State University's Department of Art and Art History is seeking an Administrative Support Coordinator to handle moderately complex administrative tasks and serve as the primary contact for faculty, students, staff, and visitors while coordinating daily department operations.

The role supports academic programs, student progress, scholarship processes, and office logistics, including payroll and budget reconciliation.

Qualifications

• High school diploma or equivalent required.
• Two years of related office work experience or a combination of education and experience.
• Bachelor's degree preferred.
• Experience with PeopleSoft/Oracle preferred.

Responsibilities

• Coordinate academic program support, including graduation and minor forms, BFA and MFA applications, student galleries, curriculum changes, grade changes, tutorials, special session sections, and student advising processes.
• Support graduate and prospective students by providing program information, maintaining confidential records, monitoring student progress, and coordinating graduate studio space and usage.
• Coordinate scholarship processes, including application materials, committee communication, available funds, scholarship portal updates, award letters, and required documentation.
• Provide front office and departmental support, including responding to inquiries, maintaining calendars and records, processing absences, ordering supplies, coordinating office assignments and keys, and assisting with payroll and budget reconciliation.
• Coordinate special projects and events; assist with student assistant workflow; and serve as a liaison with campus offices, vendors, faculty, staff, and students.

Skills

Communication skills

Organizational skills

Customer service

Office administration

Proactive problem solving

Education

High school diploma or equivalent

Bachelor’s degree preferred

Tools

PeopleSoft/Oracle

Word processing

Spreadsheets

Database management

Job description

San José State University's Department of Art and Art History is seeking an Administrative Support Coordinator to handle moderately complex administrative tasks and serve as the primary contact for faculty, students, staff, and visitors while coordinating daily department operations.

The role supports academic programs, student progress, scholarship processes, and office logistics, including payroll and budget reconciliation.