Administrative Support Coordinator (2 Positions)

Administrative Support Coordinator (2 Positions) Job no: 557444. Work type: Staff. Location: San José. Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location). San José State University’s Charles W. Davidson College of Engineering is an innovative, collaborative, and supportive environment that empowers employees to achieve professional and personal goals while contributing to the university’s student-centered mission. The College of Engineering comprises ten departments and independent programs, employing nearly 400 faculty and staff to support more than 7,000 students. Reporting to the Director of Resources and Operations, the incumbent provides administrative support to the college and designated department(s). Duties include front‑desk support, answering phones, greeting visitors and students, assisting with events and scheduling, tracking and ordering supplies, mail distribution, hiring support, supervision of unionized student employees, payroll tracking, academic inquiry support, marketing/communications, web content updates, and backup support to departments. The role also serves as on‑site supervisor to student employees and advances strategic initiatives, ensuring business functions align with diversity, equity, inclusion, and accessibility values. Key Responsibilities Process and complete all aspects of hiring for student employment positions. Collect, review, and log student timesheets; track monthly student support usage and analyze data to ensure compliance with budget allocations for various accounts and funding sources. Train new student assistants and provide direct supervision, including coordinating monthly schedules and updating written training materials. Assist with the onboarding and offboarding of new employees, including faculty/lecturers, chairs, staff, and student employees. Fulfill purchasing requests for supplies, business stationery, equipment, professional development, services, catering, hospitality, promotional items, etc. Process and track undergraduate and graduate paperwork submitted to the department office(s), and draft culminating experience requests. Collect, review, and analyze course syllabi to ensure compliance with university and department policies, course level information, and accessibility features. Collect, maintain, and prepare curriculum and assessment related materials, including Program Assessment (ABET, WASC) documents and records. Update and maintain communications on behalf of the department(s), including webpages, social media, bulletin boards, and newsletters. Provide general operational support for the designated department(s). Prepare documents and reports as requested by Department Chair(s), Faculty, and Dean’s Office. Address concerns; answer questions and provide guidance from/for faculty, staff, students, prospective students, alumni, industry professionals, and the general public. Knowledge, Skills & Abilities Strong oral and written communication skills. Demonstrated knowledge of English grammar, business writing, punctuation, and spelling; ability to compose and appropriately format correspondence, presentations, and reports. Excellent organizational and coordination skills. Detail‑oriented, multi‑tasker capable of accurate performance. Ability to quickly learn and apply a variety of state, federal, CSU, and SJSU policies and procedures. Ability to perform business math, calculate ratios and percentages, track financial data, and make accurate projections. Working experience with Google Apps and Microsoft Office software. Ability to track and summarize data using spreadsheets. Working knowledge of data analysis tools and electronic forms. Ability to make presentations; mastery of social media; experience in web editing and web applications. Ability to schedule, coordinate, and guide the work of student employees. Ability to work as part of a team and handle multiple work‑unit priorities and projects. Ability to effectively establish and maintain cooperative and positive working relationships. Ability to work with a diverse population, including students and faculty. Ability to maintain confidentiality and appropriately handle sensitive situations. Ability to work in a fast‑paced educational, community service, or customer service environment. Demonstrated ability to learn, adapt to, and apply artificial intelligence and other emerging technologies. Required Qualifications Completion of a high school program, technical/vocational program, or their equivalents. Two years of related office work experience or a combination of education and experience that demonstrates the ability to perform the essential functions of the position. Preferred Qualifications Bachelor’s Degree. Experience working in a higher education environment. Experience with Microsoft Suite, Google Workplace, Oracle/PeopleSoft platforms, DocuSign, Zoom, and learning management systems. Experience with strong communication and customer service. Compensation Classification: Administrative Support Coordinator I Anticipated Hiring Range: $4,295/month – $4,558/month (Step 4 – Step 7) CSU Salary Range: $4,047/month – $5,896/month (Step 1 – Step 20) San José State University offers employees a comprehensive benefits package typically worth 30–35% of base salary. Application Procedure Attach the following documents when applying: Resume and Letter of Interest. All applicants must apply within the specified application period: May 7, 2026 through May 24, 2026. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university. Background Check Satisfactory completion of a background check, including criminal records verification, is required for employment. 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. Reasonable accommodation is made for applicants with disabilities who self‑disclose. Advertised May 07 2026 Pacific Daylight Time Applications Close — #J-18808-Ljbffr Opt For Healthy Living