Workflow Coordinator

San Jose State University; San Jose (CA); On-site; USD 47,340 - 49,249; Full time

Job summary

San Jose State University is seeking a Workflow Coordinator to lead day-to-day campus shipping and receiving operations. You will guide staff and students, coordinate deliveries, and maintain accurate tracking systems.

The role requires a valid CA driver’s license, forklift experience, and strong organizational and communication skills. You will collaborate with carriers and IT to ensure timely, secure, and efficient service while upholding university policies.

Qualifications

• Two years of experience in a storeroom or warehouse handling receipt, storage, and issuance of supplies and equipment.
• Valid driver's license required; must obtain CA license within 10 days if out-of-state applicant.
• Defensive Driver Training completion required after hire (California State University campuses).
• Experience with general warehousing procedures and carrier processes (DHL, FedEx, UPS, USPS, etc.).
• Experience driving sit-down/stand-up forklifts (1–2 years).
• Excellent written communication skills and ability to train staff and students.

Responsibilities

• Coordinate daily inbound/outbound workflow for campus, forklift, and off-campus deliveries.
• Schedule route coverage by maintaining staff and student schedules.
• Organize packages and freight to maximize delivery efficiency and accuracy.
• Serve as department contact for carriers regarding scheduling needs.
• Receive, inspect, and document incoming parcels; note discrepancies or damage.
• Ensure outbound mailings are staged, scanned, and ready for shipment.
• Assist drivers with loading/unloading and maintain tracking system data.
• Update scanners/computers with IT/vendor support and generate simple carrier reports.
• Lead and train staff and students on routes, handling, and tracking processes.
• Assign support staff in response to absences or delays.

Skills

Communication

Team leadership

Scheduling

MS Excel

MS Word

Attention to detail

Delivery logistics

Education

High School Diploma

Tools

Scanner systems

Access

MS Excel

Job description

Job Summary

The Workflow Coordinator is responsible for coordinating the day-to-day workflow to ensure that all deliveries and pickups are handled in a timely, accurate, secure and efficient manner for San Jose State University. The Workflow Coordinator is a working lead and is responsible for leading, guiding and training the staff and student team members under the general supervision of the Distribution Services Manager.

Key Responsibilities

• Coordinate the daily in/outbound workflow for the campus, forklift and off-campus delivery routes
• Schedule route coverage by maintaining students' and staff schedules
• Organize the incoming packages and freight shipments to maximize delivery efficiency and accuracy
• Act as the department contact for the carriers regarding scheduling needs
• Receive, inspect and systematically document incoming parcels and freight
• Note, document and advise any discrepancies or damaged inbound items
• Ensure that all outbound mailings and shipments are staged, scanned and ready
• Assist drivers in loading and unloading
• Maintain the tracking system database data - make corrections, add/remove users, locations
• Work with the vendor and IT to install updates to the associated scanners and computers
• Provide simple reports regarding carrier-related issues - ex. arrival times, inbound volume
• Lead subordinate employees in the performance of various warehouse processes
• Train staff and students on delivery routes, proper package handling and tracking system processes
• Assign support staff in direct response to absent and/or late employees or delayed carriers

Knowledge, Skills & Abilities

• Establish and maintain working relationships with carriers, campus customers and vendors
• Monitor and maintain the warehouse shipping supplies usage and distribution
• Ability to coordinate workflow, manage multiple priorities, and meet critical deadlines
• Proficiency in current word processing, spreadsheet, and relevant software applications
• Skilled in managing projects, timelines, and collaborative work across units
• Ability to take initiative and independently plan, organize, and coordinate work in an environment with multiple competing demands
• Ability to work effectively and collaboratively with individuals at all levels of the organization
• Ability to provide lead direction and training while fostering a collaborative team environment
• 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

• Two years of experience in a storeroom or warehouse in the performance of work involving the receipt, storage, and issuance of a variety of supplies, material, and equipment.

License

A valid driver's license is required for this position. Out of state candidates selected for the position must obtain a State of California driver's license within 10 days of hire in accordance with the California Department of Motor Vehicles regulations.
Once hired the employee must successfully complete the Defensive Driver Training Program provided by the State of California for California State University campuses.

Preferred Qualifications

• High School Diploma
• Three to five years leading 5-15 employees
• Three to five years of distribution, mail room, or warehouse experience
• Experience with general warehousing procedures
• Experience with domestic and international carrier processes (DHL, FedEx, UPS, USPS, etc.)
• One to two years of experience driving sit-down/stand-up forklifts
• Experience with MS Excel, Word, and Access
• Excellent written communication skills

Compensation

Classification: Shipping and Receiving Assistant I
Anticipated Hiring Range: $4,242/month - $4,413/month (Step 11 - Step 13)
CSU Salary Range: $3,480/month - $5,069/month (Step 1 - Step 20)
San Jose 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.

Equal Employment Statement

San Jose 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 Jose 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 Jose 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.