Faculty Personnel and Instructional Support Coordinator (Administrative Support Coordinator II)

Fowler College of Business at San Diego State University; San Diego (CA); On-site; USD 49,000 - 71,000; Full time

Job summary

San Diego State University’s College of Arts and Letters seeks a Faculty Personnel and Instructional Support Coordinator to organize and manage faculty review processes, workload assignments, and related academic actions. You will work with the Director of Resource Management and campus partners to ensure timely, accurate processing.

The role requires handling confidential information, maintaining detailed records, and training department staff on procedures, with on-site work in San Diego and

Qualifications

• Proven ability to handle confidential matters and manage sensitive information.

Responsibilities

• Coordinate college-wide faculty review processes including RTP and evaluations.
• Maintain confidential records and coordinate corrections with departments and campus partners.
• Oversee workload and assigned-time processes ensuring completeness and deadlines.
• Compile workload reports and reconcile discrepancies with Instructional Analyst.
• Provide guidance and training to faculty and staff on personnel/workload processes.
• Ensure operational continuity during vacancies or peak periods.

Skills

Microsoft Word

Excel

OnBase

Banner

PeopleSoft

Confidentiality

Administrative coordination

Education

High school diploma or equivalent

Tools

OnBase

Banner

PeopleSoft

Job description

Job no: 562322

Work type: Staff

Location: San Diego

Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Temporary, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)

Position Description

Are you a highly organized administrative professional who thrives on managing complex processes, deadlines, and details? The College of Arts and Letters is seeking a Faculty Personnel and Instructional Support Coordinator to support critical faculty personnel and academic administration processes across the College. This position plays an important role in ensuring faculty evaluations, advancement processes, workload reporting, and other instructional activities are coordinated accurately, consistently, and on time.

Working closely with the Director of Resource Management, Instructional Analyst, Administrative Analyst, faculty, department staff, college leadership, and campus partners, the Coordinator serves as a central resource for navigating established faculty personnel processes and requirements. This role is ideal for someone who excels at managing confidential information, maintaining detailed records, coordinating multiple high-stakes timelines, and providing clear procedural guidance in a complex academic environment.

Key Responsibilities

• Faculty Evaluation & Advancement: Coordinate college-wide faculty review processes, including reappointment, tenure and promotion (RTP), cumulative and periodic evaluations, and lecturer range elevation, ensuring required documentation and deadlines are completed accurately.
• Process & Records Coordination: Initiate and monitor faculty personnel cases, review materials for completeness and procedural compliance, maintain confidential records, and coordinate corrections or follow-up with faculty, departments, committees, and campus partners.
• Faculty Workload Administration: Coordinate faculty workload and assigned-time processes, review departmental submissions for completeness and consistency, maintain records, and track required documentation, evaluations, and deadlines.
• Reporting & Reconciliation: Compile workload and assigned-time reports, maintain supporting spreadsheets and documentation, and coordinate with the Instructional Analyst to identify and resolve discrepancies across workload, appointment, and instructional resource information.
• Faculty & Department Support: Serve as a resource to faculty and department administrative staff by communicating requirements, providing procedural guidance and training, and supporting navigation of established faculty personnel and workload processes.
• Operational Continuity: Provide administrative coverage to departments, programs, centers, and institutes during vacancies, staff transitions, peak processing periods, or other periods requiring additional faculty and academic administrative support.

Why Join Us?

• Support Faculty Success: Play an important role in the processes that support faculty advancement, evaluation, appointments, and academic work across the College.
• Develop Specialized Expertise: Build in-depth knowledge of faculty personnel administration, RTP, workload, assigned time, and higher education academic operations.
• Work Across the College: Collaborate with faculty, department staff, college leadership, and university partners across a large and diverse academic organization.
• Take Ownership of Complex Processes: Manage detailed, deadline-driven work where accuracy, organization, confidentiality, and follow-through are essential.
• Make a College-Wide Impact: Help ensure critical faculty and instructional processes operate consistently and effectively across the College of Arts and Letters.

Position Information

• This is a full-time (1.0 time-base), benefits-eligible, temporary position. The anticipated end date will be one year from the start date, with the possibility of reappointment.
• This position is designated non-exempt under FLSA and is eligible for overtime compensation.
• Standard SDSU work hours are Monday – Friday, 8:00 a.m. to 4:30 p.m., but may vary based on operational needs.
• This position is approved for one day of telecommuting after an initial training period with onsite work in San Diego.

As part of the California State University (CSU) system, San Diego State University helps power one of the largest and most impactful public university systems in the nation.

Department Summary

The College of Arts and Letters (CAL) is dedicated to advancing the study of human expression, culture, language, history, governance, and creative practice. Through innovative teaching, research, and community engagement, the College prepares students to think critically, communicate effectively, and engage responsibly in a complex global society.

CAL supports a wide range of academic departments, interdisciplinary programs, centers, and initiatives that foster intellectual inquiry, cultural understanding, civic engagement, and ethical leadership. The College is committed to inclusive excellence, academic rigor, and collaborative partnerships that connect scholarship to public life.

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Education And Experience

Entry to this classification requires a fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Some positions may require a knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite.

These qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.

Key Qualifications

• Extensive experience using Microsoft Word and Excel.
• Experience with OnBase, Banner, and PeopleSoft.
• Experience in handling confidential matters
• Experience coordinating administrative support functions for a group.

Compensation And Benefits

San Diego State University offers competitive compensation and a comprehensive benefits package designed to support your well-being and professional growth.

Compensation

• Initial step placement is not expected to exceed Step 1 ($4,367)
• Salary step placement for internal applicants will follow the CSUEU Collective Bargaining Agreement.
• CSU Classification Salary Range: $4,367 – $6,362 per month (Step 1 – Step 20).
• Future increases, including step advancements, are subject to contract negotiations.

Full Benefits Package Includes

• Generous Time Off: 15 paid holidays, vacation, and sick leave.
• Retirement: CalPERS pension plan with retiree healthcare, and reciprocal agreements with other California public retirement systems, including the UC.
• Health Coverage: Medical, dental, and vision options at low or no cost.
• Education Support: CSU tuition fee waiver for employees and eligible dependents.
• Optional Offerings: FlexCash, life and disability insurance, legal and pet plans.
• Campus & Community: Access to the library, campus events, employee groups, and volunteer and social activities.

Our benefits are a significant part of total compensation. Learn more at the SDSU Benefits Overview.

SDSU Values

At SDSU, our diversity gives us power and benefits every single member of our community. Consistent with California law and federal civil rights laws, SDSU provides equal opportunity for all in education and employment. We encourage all members of our community to purposefully learn from one another through open and respectful dialogue and responsible engagement. We strongly preserve the right to free expression and encourage difficult conversations that help lead to improved individual and community learning and cohesion.

Principles of Community

At San Diego State University, we are a community of diverse individuals who have and represent many perspectives, beliefs, and identities. This diversity lends our community strength, and we commit to creating and sustaining an inclusive and intellectually vibrant environment that benefits all members of our university.

SDSU’s Principles of Community is an aspirational statement that is intended to evolve over time. The statement reflects the ideals we are encouraged to uphold in a free and respectful environment that benefits all members of our community.

Equal Opportunity and Excellence in Education and Employment

All university programs and activities are open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, San Diego State University (SDSU) provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. SDSU complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.

SDSU is a diverse community of individuals who represent many perspectives, beliefs and identities, committed to fostering an inclusive, respectful, and intellectually vibrant environment that benefits all members of our university.

We cultivate a culture of open dialogue, mutual respect, and belonging to support educational excellence and student success. Through academic programs, student organizations and activities, faculty initiatives, and community partnerships, we encourage meaningful engagement with diverse perspectives. As a higher education institution, we are dedicated to advancing knowledge and empowering individuals to reach their full potential by prioritizing inclusive curriculum development, faculty and staff training, student mentorship, and comprehensive support programs. At SDSU, excellence is built on merit, talent, accessibility, and equal opportunity for all.

Supplemental Information

Applications submitted after this date will be reviewed on an as-needed basis, and the position will remain open until filled.

The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

San Diego State University is not a sponsoring agency for staff or management positions (e.g., H-1B visa). Applicants must currently be authorized to work in the United States on a full-time basis. Offers of employment are contingent upon the presentation of documents that demonstrate a person's identity and authorization to work in the United States, which are consistent with the provisions of the Immigration Reform and Control Act.

A background check (including a criminal records check) must be completed satisfactorily and is required for employment. SDSU will make a conditional offer of employment, 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 SDSU employee who was conditionally offered the position.

SDSU is a smoke-free campus.

Reasonable accommodations will be provided for qualified applicants with disabilities who request an accommodation by contacting Taylor Smith at [e-mail].

Applications close: Open until filled