Workflow Coordinator

The California State University; San Jose (CA); On-site; USD 50,904 - 52,956; Full time

Job summary

San José State University is seeking a Workflow Coordinator to manage day-to-day campus logistics, including deliveries, pickups, and training of staff and students. You will lead warehouse processes, coordinate routes, and maintain accurate documentation with the Distribution Services Manager guiding the team.

The role requires experience in storeroom or warehouse operations, strong communication with vendors and campus customers, and proficiency in MS Office tools.

Qualifications

• Two years of experience in a storeroom or warehouse.
• Ability to coordinate daily inbound/outbound workflow and schedules.
• Strong communication with carriers, campus customers, and vendors.

Responsibilities

• Coordinate daily in/outbound workflow for campus, forklift, and off-campus routes.
• Schedule route coverage by maintaining staff and student schedules.
• Organize incoming packages and freight to maximize efficiency and accuracy.

Skills

Relationship building

Logistics coordination

Multitasking

Microsoft Office

Team leadership

Communication

Education

High School Diploma

Tools

MS Excel

Word

Access

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 José State University. The role serves as a working lead and is responsible for guiding and training staff and student team members under the 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 incoming packages and freight shipments to maximize delivery efficiency and accuracy
• Act as the department contact for carriers regarding scheduling needs
• Receive, inspect, and systematically document incoming parcels and freight
• 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 – make corrections, add/remove users, locations
• Collaborate with vendor and IT to install updates to associated scanners and computers
• Provide simple reports regarding carrier‑related issues (e.g., 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 or late employees or delayed carriers

Knowledge, Skills & Abilities

• Establish and maintain working relationships with carriers, campus customers, and vendors
• Monitor and maintain warehouse shipping supplies usage and distribution
• 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
• Take initiative and independently plan, organize, and coordinate work in an environment with multiple competing demands
• Work effectively and collaboratively with individuals at all levels of the organization
• 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 performing receipt, storage, and issuance of supplies, material, or equipment

Preferred Qualifications

• High School Diploma
• Three to five years of 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 (e.g., DHL, FedEx, UPS, USPS)
• One to two years of experience driving sit‑down/stand‑up forklifts
• Experience with MS Excel, Word, and Access
• Excellent written communication skills

License

A valid driver's license is required. Out‑of‑state candidates must obtain a State of California driver's license within 10 days of hire. All new hires must successfully complete the Defensive Driver Training Program provided by the State of California.

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 José State University offers a comprehensive benefits package typically worth 30‑35% of base salary. For more information on available programs, see the Employee Benefits Summary.

Equal Employment Opportunity 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. 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. Reasonable accommodation is made for applicants with disabilities who self‑disclose.