Strategic Business Services Coordinator

The California State University; San Jose (CA); On-site; USD 53,000 - 55,000; Full time

Benefits offered by this job

Comprehensive benefits package

Job summary

San José State University seeks a Strategic Business Services Coordinator to provide comprehensive administrative and operational support to the SBS team, including P2P, Contract, Commercial, Distribution, Asset, and Parking Services. The incumbent manages the AVP's calendar, coordinates daily office operations, and supports recruitment and onboarding of vacant positions.

The role also handles communications, records, and departmental initiatives with professionalism and customer service,

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.

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

Calendar management

Office administration

Customer service

Communication

Staff supervision

Education

Bachelor’s Degree

Tools

PeopleSoft

Jaggaer

Concur

Job description

Job Summary

The Strategic Business Services Coordinator provides comprehensive administrative and operational support to the SBS team, including Procurement to Payment Services (P2P), Contract Services, Commercial Services, Distribution and Asset Services, and Parking Services under general supervision of the Associate Vice President for Strategic Business Services (SBS). The incumbent manages the Associate Vice President's calendar, coordinates daily office operations, provides work direction to student assistants, and supports the recruitment and onboarding of vacant positions.

The Strategic Business Services Coordinator provides comprehensive administrative and operational support to the SBS team, including Procurement to Payment Services (P2P), Contract Services, Commercial Services, Distribution and Asset Services, and Parking Services under general supervision of the Associate Vice President for Strategic Business Services (SBS). The incumbent manages the Associate Vice President's calendar, coordinates daily office operations, provides work direction to student assistants, and supports the recruitment and onboarding of vacant positions. The position manages communications, maintains records, and supports departmental initiatives with professionalism and excellent customer service. Serving as a key liaison for internal and external stakeholders, the incumbent ensures timely, accurate, and courteous responses that align with SBS policies, university procedures, and departmental priorities.

Key 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

Knowledge, Skills & Abilities

• Ability to communicate with constituents in a professional and respectful manner


• Thorough knowledge of administrative methods, office management practices, and university policies and procedures


• Excellent English grammar, business writing, and the ability to prepare professional correspondence, reports, and presentations


• Advanced proficiency with Microsoft Office Suite and the ability to effectively utilize enterprise systems


• Ability to independently interpret policies and procedures, analyze operational, financial, and budget information, and recommend process improvements


• Ability to manage multiple priorities, coordinate complex projects, executive schedules, and administrative operations while meeting competing deadlines


• Ability to provide lead work direction and training to student assistants and coordinate workflow


• Excellent interpersonal, customer service, oral, and written communication skills, with the ability to build collaborative relationships and effectively handle sensitive and confidential matters


• Strong organizational, analytical, and problem-solving skills, with the ability to exercise sound judgment and discretion


• 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

Required 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

Preferred Qualifications

• Bachelor’s Degree


• Higher education experience


• Experience using PeopleSoft, Jaggaer, and Concur


• Customer service experience in a fast-paced setting

Compensation

Classification: Administrative Support Coordinator II

Anticipated Hiring Range: $4,727/month - $4,918/month (Step 5 – Step 7)

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 your base salary. For more information on programs available, please see the Employee Benefits Summary.

Contact Information

People and Culture

[e-mail]

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 vaccine 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, Accurate Background. 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 commit sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for at 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 systemwide 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.