Office Coordinator & Assistant to the University Registrar (Administrative Support Coordinator II)

Fowler College of Business at San Diego State University; San Diego (CA); In loco; USD 49.000 - 71.000; Tempo pieno

Vantaggi offerti da questo lavoro

Health insurance

CSU tuition fee waiver / Education &

Descrizione del lavoro

Fowler College of Business at San Diego State University is seeking an Office Coordinator and Assistant to the University Registrar to provide comprehensive administrative, operational, data-entry, and project support for the University Registrar and leadership team. This on-campus role requires handling sensitive information and coordinating with faculty, staff, students, and external contacts.

Under the Registrar, you will manage daily office operations, calendar management, recruitment

Competenze

• Entry-level to mid-level administrative professional experience.
• Ability to handle sensitive information with confidentiality and sound judgment.
• Experience supporting high-volume university offices is preferred.

Mansioni

• Coordinate daily office operations and facilities needs.
• Provide executive support to Registrar leadership including calendars and meetings.
• Coordinate recruitment processes, onboarding, and personnel files with confidentiality.
• Prepare correspondence, reports, and presentation materials; assist with data entry and reporting.
• Coordinate responses to information requests under FERPA and institutional policies.
• Manage diplomas, commencement logistics, office supplies, and asset tracking.
• Support safety trainings, emergency preparedness, and office safety procedures.

Conoscenze

Office coordination

Calendar management

Data entry

Project coordination

Formazione

High school diploma or equivalent

Strumenti

Microsoft Office (Word, Excel, PowerPoint)

Descrizione del lavoro

Job no: 562812

Work type: Staff

Location: San Diego

Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)

Position Description

Position Summary

Are you an organized administrative professional who enjoys coordinating complex processes, handling sensitive information, and supporting a high-volume university office? San Diego State University’s Office of the Registrar is seeking an Office Coordinator and Assistant to the University Registrar to provide comprehensive administrative, operational, data-entry, and project support for the University Registrar and the Office of the Registrar’s leadership team.

Working under the general direction of the University Registrar, this role coordinates daily office operations, manages calendars and meetings, supports personnel and recruitment processes, prepares correspondence and reports, and serves as a primary point of contact for inquiries directed to the University Registrar. The Office Coordinator and Assistant to the University Registrar works with faculty, staff, administrators, students, campus partners, and external contacts and requires sound judgment, confidentiality, strong attention to detail, and the ability to interpret and apply university procedures, CSU policy, Title V, and FERPA requirements.

The Office Coordinator and Assistant to the University Registrar independently manages projects from initiation through completion with minimal supervision while helping maintain organized personnel records, office resources, equipment, and emergency preparedness activities. Through reliable administrative coordination and responsive service, this position supports the Office of the Registrar’s work with academic records, class scheduling, registration, transfer credit, degree completion, and other enrollment services that assist students from initial enrollment through graduation.

Key Responsibilities

• Office Operations: Coordinate daily office operations, resolve logistical and facilities needs, troubleshoot office equipment and technology issues, and maintain organized workspaces, supplies, assets, and equipment records.
• Executive Support: Provide administrative support to the University Registrar and leadership team through calendar management, meeting preparation, travel coordination, action-item follow-up, staff meetings, retreats, and events.
• Personnel Coordination: Coordinate recruitment, interview scheduling, reference checks, onboarding materials, hiring documentation, personnel files, attendance records, telework calendars, and other human resources processes while maintaining confidentiality.
• Communication and Reporting: Prepare, edit, and distribute correspondence, reports, presentations, and draft policy documents; coordinate sensitive communications; and assist with data entry and special project reporting.
• Information Requests: Coordinate responses to public information requests, subpoenas, and FOIA requests under the direction of the appropriate administrator while maintaining records in accordance with FERPA and institutional policies.
• Resource Coordination: Coordinate diploma cover orders and commencement delivery, office supply and equipment requests, asset tracking, software and hardware updates, maintenance work orders, and ergonomic equipment requests.
• Safety Coordination: Maintain the Office of the Registrar’s emergency preparedness plan, coordinate safety trainings and drills, serve as office safety coordinator, and orient new staff to office safety protocols.
• Independent Projects: Plan and complete assigned administrative and operational projects with minimal oversight while coordinating with colleagues and administrators across the Office of the Registrar, Enrollment Services, and the university.

Why Join Us?

• Student Services Impact: Support the administrative operations behind academic records, registration, class scheduling, transfer credit, degree completion, and other services that affect students throughout their university experience.
• Executive Partnership: Work closely with the University Registrar and leadership team on time-sensitive administrative, personnel, communication, and operational priorities.
• Cross-Campus Collaboration: Build working relationships with faculty, staff, administrators, campus partners, applicants, students, and external contacts across Enrollment Services and the university.
• Professional Breadth: Apply and expand your expertise across executive support, human resources coordination, confidential records, reporting, office technology, resource management, and emergency preparedness.
• Independent Responsibility: Manage projects from inception through completion and use judgment to coordinate sensitive requests, resolve administrative issues, and keep office processes moving.

Position Information

• Full-time, benefits eligible, permanent/probationary position.
• 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.
• The individual hired into this role will work on campus at SDSU in San Diego.

Department Summary

Enrollment Services comprises Undergraduate and Graduate Admissions, Office of the Registrar, Prospective Student Services, Out of State, Specialized and International Recruitment, Office of Financial Aid and Scholarships, Cal Coast Student Financial Center, and Enrollment Services Communications. Enrollment Services implements SDSU enrollment management policies and provides services to students from their initial point of interest in SDSU to their graduation.

The Office of the Registrar represents enrollment management programs and provides enrollment services to various constituents across the university in regards to the student academic record, academic class scheduling, and student advising tools. The Office of the Registrar provides service to the students through determination of eligibility for admission to the University, evaluation of academic records to determine the status of completion of degree requirements, assistance with course registration, and advising on the academic record in relation to transfer credit or CSU/SDSU policy.

The Office of the Registrar has three managers and roughly 40 staff of varying classifications across four distinct units.

For more information regarding the Office of the Registrar, click here.

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 entry 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

• Experience supporting the administrative functions of an office.
• Ability to work well with students and with the public in a reception capacity.
• Ability to work well with colleagues and appropriate administrators in coordinating office administrative functions.
• Ability to exercise confidentiality, respect, thoughtful planning and office practices in completing responsibilities.
• Experience and skill in using Microsoft Office (Word, Excel and PowerPoint).
• PC familiarity and web browser functionality.
• Experience managing student employee programs is preferred.
• Experience maintaining chatbot systems and coordinating social media is preferred.
• One or more years in a high-volume university administrative setting is preferred.
• Demonstrated ability to interpret academic policies and enrollment procedures is preferred.

Compensation And Benefits

Compensation

Step placement will be determined based on relevant qualifications and professional experience, in alignment with the department’s budget and equity guidelines.

• Initial step placement is not expected to exceed Step 1 ($4,367 per month).
• 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.

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.

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. 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, diversity, accessibility, and equal opportunity for all.

Supplemental Information

Apply by November 12th, 2026 to ensure full consideration. 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.

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