Reporting to and receiving work lead direction from the Director of School of Social Work, the Administrative Support Coordinator 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.
- Maintains regular communication with agency internship instructors (FIs) and Faculty Field Liaisons (FFL)
- Coordinates and processes office expenditures and travel related expenses; interfaces between Analyst’s office and Field Director
- Create and process requisitions related to field practicum agreements and MOUs
- Works with University Contract and Purchasing Services to monitor, track, and requisitioned agreements and MOUs
- Maintain records of all practicum agreements, MOUs and contract- related documents
- Track agreement expiration dates and assist with renewal of expiring agreements
- Assists with meetings, agendas, and minutes related to the School and the Field Education Office. Takes notes at Field Faculty Meetings.
- Responds to student inquiries related to their academic requirements and their academic records.
- Works 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. Assists the School Director and other coordinators with verifying information on graduation forms
- Oversees maintenance of students’ records
- Assist with the development and planning of new programs within the School of Social Work (e.g. School Social Work Institute). Provides administrative support for new programs
- Works with the School Director, Administrative Analyst, and Field Education Director to track Field Education Office budget
- Manages all electronic systems including designing, coordinating, updating and monitoring student, FFL, and agency databases, including IPT (Internship Placement Tracking) system, and the uploading of internship and service learning descriptions into IPT by students, assisting in implementing software program for student internship evaluations
- Provides IPT support to FI, FFLs, and students, including system troubleshooting, access, and user functions that update student, faculty or field agency information
- Provides administrative support to internship placement tracking system, including updates and changes that enhance user experience and system efficiency
- Assists in the management of student enrollment related to field courses (i.e., section assignments, add codes, cohort/seminar meetings, room reservations)
- Assists in designing, updating and publishing student handbooks, School policy and Procedures manuals, and similar documents
- Coordinates 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
- Develops, coordinates, and implements Qualtrics and/or 360 evaluations and other software for all students in the programs
- Updates and monitors agency files, coordinates with agencies in order to process applications, practicum agreements and internship and service learning profiles
- Assists in the internship and service learning placement planning process
- Assesses future needs associated with internship and service learning and makes recommendations for change and improvements
- Manages and updates School of Social Work website especially in regards to field internships, and student related information
- Disseminates and collects all annual exit surveys
- Assists in the planning and implementation of events related to field internships, internship and job fairs, advising, service learning programs, student and FI orientations and trainings, and other events associated with the School
- Coordinates and procures resources necessary for events (i.e., room and facility reservations, ordering of supplies and catering, parking arrangements and permits, communicating with students, faculty, guests, and visitors involved in events)
- Oversees day of event logistics including registration, training certifications, communication with food services, special requests and accommodations and other end-of-event responsibilities
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
- Knowledge of software applications such as Word, Excel, database management systems, and web maintenance and design programs
- Ability to handle multiple work priorities, organize, plan work, events, and projects. Ability to quickly learn and apply a variety of state, federal, CSU, and SJSU policies and procedures
- Completion of a high school program, technical/vocational program, or their equivalents combined
- Three years of related office work experience
- BA or BS
- Four years of office experience
Classification: Administrative Support Coordinator II
Anticipated Hiring Range: up to $4,200/month
Salary Range: $3,252/month - $5,639/month
San José 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.
Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:
- Letter of Interest
All applicants must apply within the specified application period: December 14, 2021 through January 9, 2022. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.
CSU Vaccination Policy
The CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement as a condition of employment. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to email@example.com.
Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent 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 offered the position on a contingent basis.
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. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.
SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)
All San José 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
San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff 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).