Strategic Admin & Operations Coordinator

Opt For Healthy Living; California (MO); On-site; USD 53,000 - 55,000; Full time

Job summary

San José State University is seeking a Strategic Business Services Coordinator to provide comprehensive administrative and operational support to the SBS team. The role includes calendar management for the Associate Vice President, recruitment coordination, and training of student assistants, while ensuring adherence to CSU policies and procedures.

The position requires strong communications, organizational, and analytic skills, with proficiency in Microsoft Office and enterprise systems.

Qualifications

• Completion of a high school program, technical/vocational program, or their equivalents.
• Three 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.
• Bachelor’s degree preferred.
• Experience using PeopleSoft, Jaggaer, and Concur.
• Customer service experience in a fast‑paced setting.

Responsibilities

• Manage the Associate Vice President's complex calendar by prioritizing appointments, coordinating meetings, and resolving scheduling conflicts.
• Coordinate recruitment, onboarding, and offboarding activities, including recruitment logistics, interview scheduling, and new employee orientation.
• Provide lead work direction, training, and guidance to Strategic Business Services student assistants.
• Coordinate office operations, including supplies, equipment, travel, purchasing, ProCard/Travel Card reconciliations, and other administrative processes in compliance with CSU policy and university guidelines.
• Develop and maintain departmental forms, procedures, and workflows; identify operational improvements and recommend process enhancements.
• Prepare reports, maintain operational data, and analyze administrative information to support planning, decision-making, and departmental operations.
• Research and resolve operational and procedural issues, interpret university guidelines and CSU policies, and coordinate special projects and initiatives in support of Strategic Business Services priorities.
• Serve as the primary point of contact for Strategic Business Services, responding to and resolving inquiries from faculty, staff, students, vendors, and external partners.
• Coordinate, track, and follow up on requests to ensure timely resolution and exceptional customer service across SBS service areas.
• Prepare and disseminate communications, announcements, and informational materials on behalf of the Associate Vice President and Strategic Business Services.
• Maintain and manage departmental records, reports, and confidential documentation in accordance with university records retention requirements and established business practices.
• Prepare, review, and coordinate reports, correspondence, presentations, meeting materials, and other administrative documents on behalf of the Associate Vice President and Strategic Business Services.
• Compile, analyze, and maintain operational, financial, and administrative data to support reporting, compliance, planning, and informed decision-making.
• Utilize and maintain data within applicable enterprise systems, including CSUBUY, CHRS, FTS, PeopleSoft, Data Warehouse, Transact, CSULearn

Skills

Professional communication

Office management

Business writing

Microsoft Office

Policy interpretation

Project coordination

Lead student assistants

Customer service

Data analysis

AI awareness

Education

High school diploma or equivalent

Bachelor’s degree

Tools

PeopleSoft

Jaggaer

Concur

Job description

San José State University is seeking a Strategic Business Services Coordinator to provide comprehensive administrative and operational support to the SBS team. The role includes calendar management for the Associate Vice President, recruitment coordination, and training of student assistants, while ensuring adherence to CSU policies and procedures.

The position requires strong communications, organizational, and analytic skills, with proficiency in Microsoft Office and enterprise systems.