Job Summary

Reporting to the Associate Vice Provost for Undergraduate Advising and Success, with input from the Managing Director of the Exploratory and College of Professional and Global Education (CPGE) Student Success Centers, the Advising Support Coordinator organizes and performs a variety of complex administrative duties in direct support of the AVP and the Exploratory and CPGE SSCs, the day-to-day operations of the Undergraduate Advising and Success unit, and the Exploratory, CPGE SSCs, and managing internal and external processes of the office. The incumbent performs duties independently and under limited supervision to achieve specified outcomes. They also provides administrative and analytical support as well as manage projects from conception to completion and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with direction, maintain a realistic balance among multiple priorities, and routinely interface with a wide variety of stakeholders. The incumbent serves as a UAS liaison to all campus offices and works collaboratively and effectively to establish and maintain working relationships within a diverse environment.

Key Responsibilities

• Manages and coordinates all projects that are given by the AVP. The incumbent is the main contact, coordinator, lead, and works closely with campus constituents for projects supporting the UAS unit.
• Trains unit users on systems used for budget tracking and workload reconciliation and develops training materials as needed.
• Assists with the development and maintenance of project documentation, including but not limited to timeline, project scope, process mapping, and workflow design.
• Creates and maintains division DocuSign templates and forms.
• With the budget analyst, manage the contract and procurement process for the unit.
• Maintains list of staff office hours; maintains the AVP and Managing Director’s schedules.
• Refers student and faculty questions pertaining to campus services and resources and general academic policies and procedures including forms and petitions to appropriate staff person.
• Files documents and records, especially those related to student advising and general function of the Success Center; photocopies and prepares documents for distribution.
• With the budget analyst, manages various payment and salary reimbursement processes.
• Manages and coordinates the logistics for meeting preparation and follow-up assignments. Provides support in ensuring the Senior Director’s time is utilized efficiently and effectively by monitoring activities and calendar.
• Oversees day-to-day office operations and manages incoming calls to the main UAS office.
• Maintains the UAS website and social media.

Knowledge, Skills & Abilities

• Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent policies, procedures, laws, and regulations and present recommendations or information to individuals or groups in a persuasive manner.
• Ability to effectively present ideas and concepts in written or presentation format.
• Excellent written and oral communication skills
• Excellent interpersonal skills to work effectively with diverse constituents.
• Ability to work with individuals at all levels in the organization and strong relationship building skills.
• Critical thinking and problem-solving skills
• Ability to investigate and analyze problems having broad administrative impact.
• Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods
• Ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
• Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent policies, procedures, laws, and regulations and present recommendations or information to individuals or groups in a persuasive manner.
• Ability to work effectively with culturally and ethnically diverse populations as well as low-income and first-generation students.

Required Qualifications

• A bachelor's degree and/or equivalent training.
• Two years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

Preferred Qualifications

• Bachelor’s Degree in related field.
• Three years of relevant work experience performing similar functions
• Experience working in higher education or the California State University system.
• Experience working with business intelligence software and workflow management tools.
• Demonstrated experience of CMS/PeopleSoft and EAB Navigate/Spartan Connect.
• Demonstrated experience composing correspondence and reports.
• Experience working in student services environment in higher education.
• Demonstrated experience working effectively with culturally and ethnically diverse populations as well as low-income and first-generation college students.
• One year of experience in an office environment.

Compensation

Classification: Administrative Analyst/Specialist – Exempt I
Anticipated Hiring Range: $4,441/month - $5,014/month
CSU Salary Range: $4,170/month - $7,545/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

Application screening date has been extended to March 26, 2024. This position is open until filled. 

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).