Engineering Student Success Center Administrative Support Coordinator

The California State University; San Jose (CA); On-site; USD 55,978 - 59,404; Full time

Job summary

San José State University seeks an Administrative Support Coordinator II to manage front desk operations, calendars, and communications for the Engineering Student Success Center. You will support center leadership, supervise student assistants, and help create a welcoming, student-centered environment that advances College of Engineering initiatives.

The role requires strong customer service, organizational, and communication skills, with experience in office administration and familiarity with

Qualifications

• Completion of a high school program, technical/vocational program, or their equivalents.
• Three years of related office work experience.

Responsibilities

• Coordinate daily administrative and front desk operations, providing exceptional customer service to students, faculty, staff, and visitors.
• Manage calendars, advising appointments, room reservations, travel arrangements, and meeting logistics for center leadership and staff.
• Coordinate procurement activities, reconcile purchases, maintain office supplies, and assist with budget monitoring.
• Supervise, schedule, train, and monitor student assistants, including approving timesheets and coordinating front desk coverage.
• Maintain and update the department website, digital communications, social media content, and promotional materials.
• Prepare correspondence, reports, mailings, newsletters, flyers, and other communications supporting center operations and events.
• Maintain records, filing systems, data, and reports while ensuring accuracy, confidentiality, and compliance with university policies.
• Respond to inquiries regarding university resources, academic policies, and student services, referring complex issues to appropriate staff.
• Coordinate and provide administrative support for special events, orientations, workshops, receptions, and college‑wide activities.
• Support onboarding activities for new staff and perform special projects and other administrative duties as assigned.

Skills

Customer service

Professional communication

Office administration

Calendar management

Event coordination

Confidentiality

Tools

CMS/PeopleSoft

EAB Navigate

Spartan Connect

Job description

Job Summary

The Engineering Student Success Center (ESSC) Administrative Support Coordinator provides comprehensive administrative and operational support for the Student Success Center, ensuring efficient day‑to‑day operation and serving as the primary point of contact for students, faculty, staff, and visitors. Working independently under general supervision, the coordinator manages front‑desk operations, calendars, communications, website content, budgeting and procurement, and event coordination. The role also supports center leadership, supervises student assistants, and contributes to a welcoming, responsive, student‑centered environment that supports the College of Engineering's student success initiatives.

Key Responsibilities

• Coordinate daily administrative and front desk operations, providing exceptional customer service to students, faculty, staff, and visitors.
• Manage calendars, advising appointments, room reservations, travel arrangements, and meeting logistics for center leadership and staff.
• Coordinate procurement activities, reconcile purchases, maintain office supplies, and assist with budget monitoring.
• Supervise, schedule, train, and monitor student assistants, including approving timesheets and coordinating front desk coverage.
• Maintain and update the department website, digital communications, social media content, and promotional materials.
• Prepare correspondence, reports, mailings, newsletters, flyers, and other communications supporting center operations and events.
• Maintain records, filing systems, data, and reports while ensuring accuracy, confidentiality, and compliance with university policies.
• Respond to inquiries regarding university resources, academic policies, and student services, referring complex issues to appropriate staff.
• Coordinate and provide administrative support for special events, orientations, workshops, receptions, and college‑wide activities.
• Support onboarding activities for new staff and perform special projects and other administrative duties as assigned.

Knowledge, Skills & Abilities

• Excellent written, verbal, and interpersonal communication skills with a strong customer service focus.
• Ability to communicate professionally and effectively with diverse populations and stakeholders.
• Knowledge of office administration practices, business writing, grammar, and correspondence preparation.
• Proficiency with Microsoft Office and the ability to learn and utilize enterprise systems, databases, web content management systems, and related software.
• Ability to organize multiple priorities, manage calendars, coordinate events, and maintain accurate records.
• Strong analytical, problem‑solving, and sound decision‑making skills.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.
• Ability to interpret and apply university policies, procedures, and administrative guidelines.
• Strong attention to detail with the ability to produce accurate work in a fast‑paced environment.
• General awareness of emerging technologies, including artificial intelligence, and willingness to use them responsibly and ethically.

Required Qualifications

• Completion of a high school program, technical/vocational program, or their equivalents.
• Three years of related office work experience.

Preferred Qualifications

• Demonstrated experience with software applications such as word processing, spreadsheet manipulation, database management, and HTML formatting, desktop publishing, graphic design, Internet, and email.
• Demonstrated experience with CMS/PeopleSoft and EAB Navigate/Spartan Connect.
• Demonstrated experience composing correspondence and reports.
• Experience working in a student services environment in higher education.
• Demonstrated experience working effectively with individuals from varied backgrounds, including students with diverse educational and socioeconomic experiences.

Compensation

Classification: Administrative Support Coordinator II
Anticipated Hiring Range: $5,016/month – $5,323/month (Step 8 – Step 10)
CSU Salary Range: $4,367/month – $6,362/month (Step 1 – Step 20)
San José State University offers employees a comprehensive benefits package typically worth 30‑35% of base salary. For more information on available programs, refer to the employee benefits summary.

Employment Requirements

Satisfactory completion of a background check is required for employment.

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.