Department Support Coordinator

San Jose State University; San Jose (CA); On-site; USD 52,000 - 56,000; Full time

Benefits offered by this job

Comprehensive benefits package

Job summary

San José State University seeks a Department Support Coordinator to provide administrative and academic program support to the Colleges of Humanities and the Arts, Linguistics and Language Development, and World Languages and Literatures.

The role reports to the Director of Resources and Operations and serves as a front-line resource for students, faculty, staff, and visitors while supporting daily office operations.

Qualifications

• Completion of a high school program, technical/vocational program, or their equivalents.
• Two (2) 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.

Responsibilities

• Provide front-office support by answering phones, responding to inquiries, assisting visitors, distributing mail, processing documents, and maintaining office equipment and supplies.
• Coordinate department events and meetings, including orientations, graduation activities, speaker series, retirements, facility reservations, flyers, catering, RSVPs, setup, and cleanup.
• Support financial and administrative operations by processing purchase requisitions, direct pays, ProCard reconciliations, scholarship check requests, service requests, key requests, and department financial data.
• Maintain electronic files, social media platforms, websites, office cards, reports, and other department records and communications.
• Provide academic program support by processing student forms, coordinating faculty schedules and workload information, posting class cancellation notices, and ensuring faculty have the resources necessary to teach.

Skills

Front-office communications

Administrative support

Budgeting & procurement

Scripting & automation basics

Microsoft Office

Google Suite

Education

High school diploma or equivalent

Two years of related office experience

Tools

Microsoft Office

Google Suite

Web development/maintenance

Job description

Job Summary

The College of Humanities and the Arts is seeking a DepartmentSupport Coordinator to provide administrative and academic program support to the Departments of Humanities, Linguistics and Language Development, and World Languages and Literatures. Reporting to the Director of Resources and Operations, and receiving work lead assignments from the Department Analyst, this position serves as a front-line resource for students, faculty, staff, and visitors while supporting daily office operations and academic department activities.

Key Responsibilities

• Provide front-office support by answering phones, responding to inquiries, assisting visitors, distributing mail, processing documents, and maintaining office equipment and supplies
• Coordinate department events and meetings, including orientations, graduation activities, speaker series, retirements, facility reservations, flyers, catering, RSVPs, setup, and cleanup
• Support financial and administrative operations by processing purchase requisitions, direct pays, ProCard reconciliations, scholarship check requests, service requests, key requests, and department financial data
• Maintain electronic files, social media platforms, websites, office cards, reports, and other department records and communications
• Provide academic program support by processing student forms, coordinating faculty schedules and workload information, posting class cancellation notices, and ensuring faculty have the resources necessary to teach

Knowledge, Skills & Abilities

• Ability to communicate with constituents in a professional and respectful manner
• General awareness of emerging technologies, including artificial intelligence (AI), and a willingness to develop skills in their appropriate, responsible, and ethical use in a higher education environment, consistent with institutional policies and practices.
• Thorough and advanced knowledge of Linux OS internals, server architecture, virtualization, scripting, and cloud adjacent technologies
• In-depth skill in automating configuration, monitoring, and deployment tasks to enhance system reliability and efficiency
• Advanced analytical skills to conceptualize, design, and implement systems solutions for complex technical issues
• Ability to architect complex systems and lead systems planning and deployment activities
• In-depth skill in automating configuration, monitoring, and deployment tasks to enhance system reliability and efficiency
• Advanced administration of Linux operating systems
• Advanced analytical skills to diagnose Linux system issues, evaluate cluster performance bottlenecks, and design appropriate solutions
• Ability to architect complex Linux systems and lead planning, testing, and deployment activities
• Ability to automate Linux environment setup, software installation, user environment management, and preventative/remedial maintenance using scripting and configuration management tools
• Ability to identify emerging technology issues and relate them to the needs of the College
• Ability to manage multiple large-scale technical projects independently and balance competing priorities
• Skill in clearly articulating technical recommendations, and performance considerations to diverse stakeholders
• Ability to independently manage multiple large-scale Linux system projects and balance competing priorities
• Excellent communication skills to clearly articulate technical recommendations, system design options, and operational impacts to diverse stakeholders
• Ability to maintain confidentiality and appropriately handles sensitive communications with employees and external agencies

Required Qualifications

• Completion of a high school program, technical/vocational program, or their equivalents
• Two (2) 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 or equivalent experience
• Three (3) years clerical experience in an office setting maintaining files, answering phones, and providing customer service
• Experience with Student Administration, Microsoft Office, web development/maintenance, and Google Suite

Compensation

Classification: Administrative Support Coordinator I

Anticipated Hiring Range: $4,649/month - $5,032/month (Step 8 –Step 12)

CSU Salary Range: $4,047/month - $5,896/month (Step 1 – Step20)

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 EmployeeBenefits Summary.

Application Deadline

All applicants must apply within the specified application period: September 30, 2026 through October 14, 2026.

CSU Vaccination Policy

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 vaccination 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].

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, AccurateBackground. 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 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 system wide 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.