Job Summary

Reporting to the Director of Undergraduate Admissions and Outreach, and receiving work lead direction from the Admissions Services Lead, the Admissions Services Coordinator performs a full range of moderately complex office and administrative support functions. Working independently, under general supervision, the Admissions Services Coordinator is primarily responsible for maintaining a variety of inter-related workflow processes to ensure the timely receipt, scanning, referral and processing of transcripts and all other documents related to the admission process for all undergraduate applicants both domestic and international. Maintains all aspects of the document review and determines statuses for the applications for all undergraduate applicants both domestic and international. The Admissions Services Coordinator will also provide clerical administration and customer service support for the office.

Key Responsibilities

• Determines category of transcripts received to be official or unofficial (i.e., international) and routes documents to Imaging for processing
• Processes international and domestic documents, transcripts, applications and petitions using Student Administration databases and OnBase imaging/workflow products
• Processes Former Student Returning (FRS) requests, ensuring proper processing of petitions and documents. Ensures that petitions have been completed/approved and that all official transcripts have been received
• Coordinates the compilation, tracking, and timely receipt of all required application materials for the application process (both domestic and international) for admission
• Reviews and determines completeness and validity for all required documents for admission, including residency status and data elements; enters results in CMS
• Receives all requests for residency for matriculated students, including DACA and veteran students
• Ensures requests comply with the CSU Residency requirements
• Provides excellent customer service in office setting, at the front counter, over the phone, and via email
• Provides direct and indirect contact with students, staff, administrators and faculty advisors for problem resolution related to student files
• Assists the entire unit with filing processes and updating of screens/pages
• Supports all areas of the Office of Undergraduate Admissions and Outreach as well as the other Enrollment Management Units to ensure that shared processes are completed by posted deadlines

Knowledge, Skills & Abilities

• Knowledge of processes for admitting individuals to an undergraduate program at SJSU--beginning with the items to be completed on the application form through the final verification of the final transcript
• Knowledge of requirements for California residency
• Knowledge regarding the scanning and processing of all documents required in the admission process, and how these documents affect an individual's application/admission status 
• Knowledge of other campus units and how to direct students to assist with their successful completion of degree requirements
• Ability to work with (or learn) People Soft (CMS) and document processing (i.e., OnBase scanning and review); current versions of Microsoft Office (esp. Word and Excel); current version of FileMaker; email and phone skills
• Ability to provide good customer service, including the willingness to provide answers to questions not directly linked to the admission process (rather than "referring" to another office)
• Ability to patiently explain procedures and or the necessity of seeking assistance from the appropriate source
• Thorough English grammar, business writing, punctuation and spelling
• Ability to compose and appropriately format correspondence and reports
• Knowledge of or ability to quickly acquire knowledge of, forms and documents needed to complete applications for undergraduate admissions
• Ability to verify and interpret academic transcripts from high schools and institutions of higher education
• Ability to analyze and review a wide variety of documents and forms for accuracy and completeness and to process them in a timely and efficient manner
• Ability to perform standard business math, track financial data, and make simple projections
• Ability to comprehend and interpret regulations and requirements and apply them in a production process
• Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature
• Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies

Required Qualifications

• Completion of a high school program, technical/vocational program, or their equivalents
• Three (3) years of related office work experience

Preferred Qualifications

• Some college coursework completed
• Two (2) years of work experience in a business office, clerical administration or administrative assistant. (May substitute two years of SJSU Work/Study experience requiring same skill set) 
• Excellent written communication skills
• Experience providing excellent customer service in a high volume, fast paced environment
• Experience in communicating admissions and/or student services policies and procedures to community college, university or high school constituents
• Experience performing data entry functions
• Experience with databases (i.e., People Soft, SIS, Banner, File Maker Pro, Excel spreadsheet) or comparable databases

Compensation

Classification: Administrative Support Coordinator II
Anticipated Hiring Range: $4,280/month - $4,473/month
CSU Salary Range: $3,681/month - $6,034/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.

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:

• Resume
• Letter of Interest

All applicants must apply within the specified application period: May 26, 2023 through June 11, 2023. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

University Personnel
jobs@sjsu.edu
408-924-2252

CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu.

Additional Information

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. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification: 

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at clerycompliance@sjsu.edu.

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf. The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at uhs-frontdesk@sjsu.edu.

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).