Job Summary

*This is a part-time 20 hours per week, benefited position.*

Under direct supervision, the coordinator will receive work direction from the Director of Field Experience.  The Office of Field Experience at San José State University's Lurie College of Education supports future and current students on their journey to becoming teachers. With an emphasis on preparing teachers for our local community, our office fosters an educational setting that values diversity and accessibility and is grounded in emancipatory educational practices.

The Part-Time Teacher Admissions Support Coordinator supports both our Teacher Education and Special Education Departments. As the go-to person for prospective applicants, the coordinator provides invaluable advice and assistance during the admissions process through in-person and virtual consultations. The role is particularly significant in aiding candidates at a critical juncture when deciding on their career path in education. Beyond guiding applicants, the coordinator will also support recruitment and outreach efforts. The responsibilities and tasks will be fine-tuned to align with the unique skills and expertise of the selected candidate.

Key Responsibilities

• Become proficient in the Teacher Education and Special Education Programs admissions processes.
• Stay informed of any changes or updates in the admission processes and update materials and workflow.
• Offer individualized guidance tailored to each applicant's needs at different stages of the admission process.
• Develop and update a FAQ to preemptively address common applicant queries.
• Develop short explanatory videos or webinars to walk applicants through the admission guidelines in an easy-to-understand manner.
• Offer general office support through email, phone, or in-person. Welcome and assist faculty, staff, students, and visitors as they engage with the Office of Field Experience.
• Document all interactions with applicants, including their questions and status in the application process, in a systematic and organized manner.
• Ensure that all records are stored securely, in compliance with data protection regulations.
• Data Maintenance: Keep the Office of Field Experience’s Admissions database up-to-date, ensuring all applicant information is current and organized for easy retrieval.
• Plan and support Zoom events like information sessions; manage registration, event reminders, and attendance for these online events as well as any on-site events.
• Provide technical support during virtual events by managing the digital platform being used. This could involve setting up breakout rooms, ensuring smooth video and audio, or troubleshooting any technical issues that arise.
• Gather necessary materials such as brochures, application checklists, and informational slides for distribution during the event. Ensure all materials are up-to-date and in line with current program offerings.
• Coordinate office purchases, direct pays, and purchase orders
• Manage office budget including monthly reconciliations
• Coordinate travel authorizations and reimbursements

Knowledge, Skills & Abilities

• Strong interpersonal and communication skills, both verbal and written.
• Patience and the ability to work effectively with diverse groups of prospective applicants.
• Proficiency in using virtual meeting platforms (e.g., Zoom) and digital communication tools.
• Detail-oriented with excellent organizational skills.
• Ability to adapt to changing processes and requirements.
• Commitment to maintaining confidentiality and handling sensitive information appropriately.
• Proficient in using Google apps (docs, sheets, slides, etc.,)
• Ability to plan and handle multiple work priorities, trouble shoot, and organize work projects
• Must possess excellent customer service and public relations skills.
• Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas
• Interest in being part of a collaborative team
• Prior experience in admissions, advising, or educational support is a plus.
• Ability to communicate with constituents in a professional and respectful manner

Required Qualifications

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

Preferred Qualifications

• Experience with budget management
• Experience with database management
• Experience in providing exceptional customer service
• Administrative experience working in an office with complex tasks in a diverse setting
• Excellent written communication skills
• Technical experience including Microsoft Office (Word, Excel), PeopleSoft, CMS/FST, CFS, Data Warehouse, email programs, and Google Docs
• Experience with project management
• Experience organizing office meetings and events

Compensation

Classification: Administrative Support Coordinator II
Anticipated Hiring Range: $2,063/month - $2,250/month (Part-Time)
CSU Salary Range: $3,338/month - $4,913/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: November 8, 2023 through November 26, 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.

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

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).