Job Summary

Reporting to the Director of New Student and Family Programs, the Administrative Support Coordinator will support the mission of New Student and Family Programs by assisting with administrative duties that support orientation, transition, and campus connection programs for both students and family members. This administrative support coordinator will be an initial point of contact between SJSU and students and family members seeking information about orientation and/or family programs at the campus. This position will support the programs, staff, students, and family members involved with New Student and Family Programs and will oversee effective operations and quality customer service in person, as well as via phone and email.

Key Responsibilities

• Coordinate the support operations of New Student and Family Programs and assist in the development of policies and procedures to ensure effective office and budget operations.
• Maintain consistent staff coverage of the office space, phone lines, and email addresses in collaboration with New Student and Family Programs professional staff, which includes participation in selecting, training, and evaluating student assistants for office support, preparing schedules for assistants, and submitting onboarding paperwork for these assistants.
• Plan, organize, and review/adjust the workflow of customer service and office student assistants, including working with the department director and staff to ensure student assistant time is being properly utilized.
• Maintain a welcoming presence for any in-person visitors that come to the department offices, greeting and screening any visitors who come to the office, and referring those visitors to other offices if necessary.
• Produce memos, letters, reports, and complete complex forms, questionnaires, and other materials using applicable computer software including Google, FileMaker, and Peoplesoft.
• Build and maintain office databases and generate statistical data on program/event attendance, and service usage, and prepare reports based on data compiled, including charts and graphs, where helpful.
• Work with the Enrollment Management Administrative team to prepare requisitions, purchase orders, and process/reconcile accounts
• Support budget/accounting paperwork and processes for New Student and Family Programs. Prepare requisitions, support obtaining bids for certain purchases, obtain invoices and receipts, make deposits, and process/reconcile all accounts using campus or CSU processes and systems, as applicable.
• Manage accounting and registration processes for programs that charge a few and/or require pre-registration using applicable software programs, including preparing receipts, processing refunds, and reconciling accounts.
• Manage budget spreadsheets for major New Student and Family Programs, including Frosh Orientation, Parent and Family Orientation, Transfer Orientation, and Parent and Family Weekend to ensure budgets are adhered to and projections for future year budgets can be made.
• Assists with the review and hiring of customer service and office student assistants.
• Ensures student assistants are complying with the agreed-upon schedules and hours worked.
• Support and manage onboarding paperwork for all student assistants’ student payroll by managing the spreadsheet and approving hours.

Knowledge, Skills & Abilities

• Ability to handle a large volume of public contacts and deliver the highest quality of customer service to students, family members, faculty, staff, and community members.
• Maintain an effective working relationship, sometimes of a sensitive nature, with students, family members, and occasionally faculty, staff, and community members.
• Assess and determine the appropriate course of action in critical situations related to departmental program functions, irritable callers or visitors, or unpredictable situations or emergencies.
• Use judgment, initiative, and decision-making skills in daily administrative and budgeting tasks and in the interpretation of campus and office policies and procedures, including where specific guidelines do not exist in some cases.
• Thorough knowledge of computers and programs related to the position responsibilities including MS Office Suite, CASHNet, PeopleSoft, and Web Content Management Systems, including OmniUpdate.
• Knowledge of general budgeting practices, and ability to learn and master budget policies and procedures as they relate to departmental budgeting and forecasting, program and event fees, and student assistant salaries.
• Excellent organizational skills, an ability to pay attention to details, multi-task, and remain flexible in changing and unanticipated situations.
• Command of English grammar and spelling, as well as the ability to give verbal directions and instructions over the phone or in person in a clear and concise manner.
• Strong attention to detail and accuracy in communication and operational strategies.
• Proven ability to apply reasoning and good judgment as well as develop practical, thorough, and creative solutions to moderately complex troubleshooting situations.
• Ability to effectively establish and maintain cooperative and positive working relationships.
• Ability to maintain confidentiality.
• Ability to collaborate in a multicultural, team environment.
• Knowledge of software applications: word processing, spreadsheets, PowerPoint, database management, and social media.
• 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

• Bachelor’s Degree.
• Five years of related office work experience.

Compensation

Classification: Administrative Support Coordinator II
Anticipated Hiring Range: $4,058/month - $4,617/month
CSU Salary Range: $4,058/month - $6,653/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: April 23, 2025 through May 7, 2025. 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 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. This policy applies to all San José State University students, faculty, and staff, as well as university 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). Reasonable accommodation is made for applicants with disabilities who self-disclose. 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.