Administrative Support Coordinator

Job no: 560275 Work type: Staff Location: Stanislaus - Turlock Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Full Time, On-site (work in-person at business location) Position Summary Full-time temporary position available on or after September 14, 2026 for Field Services. Appointment will be made for one year from date of hire with the possibility of reappointment and/or becoming permanent based on budget, department needs, and job performance. This position’s responsibilities are carried out under general supervision. This position will support the office of Field Services in collaboration with Field Work Coordinators. The incumbent is responsible for coordinating the clerical and administrative support functions of an academic or administrative office and performing complex administrative support duties of an operational and procedural nature. Responsibilities include coordinating office workflow, maintaining office procedures, tracking and compiling budget and operational data, preparing reports and correspondence, interpreting and applying established policies, and serving as a primary administrative contact for the unit. The position exercises independent judgment in prioritizing work and resolving routine operational issues. Job Duties Coordinate and maintain program Placement Lists; ensure complete and accurate candidate data; follow up on missing information. Coordinate confirmation of intern placements with Department Chair and Credential Services; monitor Intern Credential paperwork and MOUs across the six-county region. Coordinate the student teaching application cycle, including updating forms, tracking submissions, and communicating deadlines, clear candidates, and enroll cleared students in appropriate clinical courses before census. Communicate placement information to stakeholders and coordinate changes; resolve routine issues and elevate complex matters as appropriate (coordinators, supervisors, cooperating teachers, candidates) of placements; manage changes and resolve placement issues through coordinated meetings. Track fieldwork progress and Clinical Practice Packets; maintain documentation of observations, evaluations, and student concerns. Track cooperating teacher documentation for compliance with established requirements (e.g., CCTC documentation) and maintain master records. Review end‑of‑semester evaluations; elevate concerns as appropriate and provide program‑completer lists to Credential Services. Identify and refer student or policy‑related issues to appropriate offices; assist with resolution strategies. Provide administrative coordination for recruitment and onboarding of university supervisors, including application tracking, interviews, HR processing, and database updates. Prepare and maintain semester Workload Lists based on established guidelines; submit data for processing in PicWeb/PeopleSoft. Coordinate supervisor assignments to clinical practice course sections in consultation with appropriate administrators, including repeat‑only sections as needed. Review and reconcile accuracy and alignment across PeopleSoft, Placement Lists, Workload Lists, and shared tracking systems. Enroll candidates into assigned supervisor sections and audit course rosters for registration accuracy. Track supervisor workload assignments and identify discrepancies for review each semester. Distribute grade memos; audit grade rosters and send reminders to ensure timely submission of grades and Clinical Practice Paperwork. Maintain comprehensive data entry and records across FileMaker Pro, PeopleSoft, Excel, Remind, and shared systems. Compile placement logs, survey results, and requested reports, including TitleII and other CCTC‑required reporting. Update and administer semester program surveys; coordinate timelines with relevant stakeholders. Maintain and post updated Clinical Practice Handbooks and evaluation forms. Monitor clinical‑related expenditures and assist with budget tracking as needed. Review Selection and Review petitions and provide administrative input based on established guidelines; provide field‑related input and participate in committee meetings. Engage in ongoing professional development to remain current with CCTC standards and credential program requirements. Provide direct operational support to the Placement Coordinator and field placement program coordinators. Coordinate orientations, supervisor meetings, trainings, workshops, and advising sessions (including Stockton campus). Collaborate with faculty, credential analysts, procurement, contract services, district/site administrators, and campus partners. Communicate procedural updates and support implementation in accordance with established direction; provide related training to students, staff, and faculty. Coordinate cross‑campus administrative activities related to field services operations May be required to obtain additional training and/or certification as part of professional development, based on department and/or campus needs, to stay current with industry standards. At the direction of appropriate administrator, may provide support to other areas as needed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this classification. Other duties as assigned. Minimum Qualifications Education & Experience: Completions of a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience. Preferred Qualifications Familiar with California Commission on Teacher Credentialing (CCTC policies and requirements Background in Teacher Education policies/programs Knowledge of credential policies/programs highly preferred Experience with Microsoft Office Suite programs Experience with SharePoint, PeopleSoft, Concur and Data Warehouse system and FileMaker Pro Knowledge, Skills, Abilities Experience to be fully functional in all technical aspects of work assignments. Ability to understand and operate in a variety of organizational structures. Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures. Thorough knowledge of English grammar, punctuation, and spelling. Ability to clearly communicate orally and in writing. Ability to use and quickly learn new office support technology systems and software packages. Thorough knowledge of office systems #J-18808-Ljbffr