Administrative Support Coordinator I

San Jose, CA
Jun 13, 2018
Institution Type
Four-Year Institution

Job ID: 24600
Full/Part Time: Full-Time
Regular/Temporary: Regular
Job Code: 1035
Department: School of Social Work


Classification: Administrative Support Coordinator I
Salary Range: $2,846 /month - $4,852/month
FLSA status: Nonexempt

San Jose State University offers employees a comprehensive benefits package. For more information on programs available, please visit

About the Position

The Administrative Support Coordinator I will work independently, under general supervision, to maintain the efficient operations of the Field Education Program and assist in the overall workings of the School of Social Work.

Responsibilities include but are not limited to the following:

-Maintain regular communication with agency internship instructors (FIs) and Faculty Field Liaisons (FFL).
-Coordinate and process office expenditures and travel related expenses; interface between Analysts office and Field Director.
-Create and process requisitions related to field practicum agreements and MOUs;
-Assist with meetings, agendas, and minutes related to the School and the Field Education Office.
-Respond to student inquiries related to their academic requirements and their academic records. Work with software such as PeopleSoft to access and utilize student information, including lifting advisement and probation flags, obtaining transcript and grade records when necessary.
-Research, troubleshoot, and resolve academic/administration-related problems for students and faculty. Maintain curriculum files for undergraduate (including minors) and graduate students to facilitate advising, student progress to degree and graduation.
-Assist the School Director and other coordinators with verifying information on graduation forms.
-Oversee maintenance of students records.
Work with Admissions and Records and Institutional Research to obtain semester reports and census lists of new and current students in the School.
-Provide information and guidance to students. Refer curriculum and advising issues to appropriate personnel in the School.
-Manage all electronic systems including designing, coordinating, updating and monitoring student, FFL, and agency databases, including IPT, and the uploading of internship and service learning descriptions into IPT by students, assisting in implementing software program for student internship evaluations.
-Assist in the management of student enrollment related to field courses (i.e., section assignments, add codes, cohort/seminar meetings, room reservations).
-Assist in designing, updating and publishing student handbooks, School policy and Procedures manuals, and similar documents.
-Coordinate the production and organization of documents related to internship, service learning and advising for the programs needed for accreditation.
-Oversees the collection of documents for the programs associated with the internships and student services.
-Develop, coordinate, and implements Qualtrics and/or 360 evaluations and other software for all students in the programs.

Education and Experience

Completion of a high school program, technical/vocational program, or their equivalents combined with two years of related office work experience.

Preferred Qualifications

-Administrative experience coordinating an office commensurate to the Field Education Program or a large student internship program. This includes experience handling communication especially with community and government agencies regarding internships, practicum agreements, and placement needs.
-Demonstrated strong working knowledge of software including word-processing, database management including student admissions, spreadsheets, PeopleSoft, website management, Google applications, graphics, and agency and internship data tracking software.
-Experience with travel authorizations and reimbursements, including FTS and related software applications.
-Experience with meeting planning, agenda organization, and minutes as well as organizing and coordinating events that involve as many as 500 people.
-Experience with state, federal, CSU, and SJSU policies and procedures.
-Experience providing advice, support, and information to students. This includes interaction with student applicants as well as undergraduate and graduate-level students, familiarity with general session and special session students and programming, and working knowledge of university catalog, course plans, university services, and graduation requirements.
-Demonstrated knowledge of lifting advising and probation holds.

Knowledge, Skills & Abilities

-Ability to handle multiple work priorities, organize and plan projects. Must have organizational skills sufficient to handle heavy workload, multiple projects with frequent interruptions, and schedule changes;
-Ability to use a broad range of technology, systems and packages including but not limited to: Microsoft Office Suite, Adobe Acrobat, Google programs, etc.
-Ability to use Learning Management Systems (i.e., Canvas);
-Ability to manage and update social media and web sites for the School;
-Knowledge of campus procedures, including experience, or ability to learn, (CMS) PeopleSoft campus system;
-Through knowledge of professional general business office procedures and practices;
-Ability to troubleshoot and solve most office and customer-related problems;
-Ability to quickly learn and apply a variety of state, federal, CSU and SJSU policies and procedures;
-Ability to work with the general public, faculty, staff and students in a competent, diplomatic and open communication style;
-Ability to perform standard business math, calculate ratios, track financial data, and make simple projections;
-Verbal skills sufficient to give clear, concise, and accurate information.
-Working knowledge of software applications such as Word, Excel, database management systems, and other software used for database purposes;
-Working knowledge of budget policies and procedures;
-Strong oral communication skills. Must possess excellent customer service and public relations skills;
-Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies;
-Working knowledge of or ability to quickly learn about the OU Campus program, and ability to implement and manage information as it requires adjustment and change;
-Ability to handle multiple work priorities, organize, plan work, events, and projects.

Posting Date

June 12, 2018

Application Screening

Application Screening begins June 27, 2018
Applications received before that date will receive first consideration.

This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Required Application Material:

Letter of interest

Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration.

Note To Applicant

Satisfactory completion of a background check (including a driminal records check) is required for employment. SJSU will issue a conditional 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 conditionally offered the position.

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. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.


All San Jos 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.

Equal Employment Statement

SJSU is an Equal Opportunity Affirmative Action employer. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, gender, gender identity/expression, sexual orientation, genetic information, medical condition, marital status, veteran status, or disability.

It is the policy of SJSU to provide reasonable accommodations for applicants with disabilities who self disclose.

Contact Information

One Washington Square San Jose, CA 95192-0046
Phone: 408-924-2250


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