Job Summary

Reporting to the Associate Dean for Inclusive Student Success, College of Graduate Studies, the Coordinator provides administrative and clerical support to the College of Graduate Studies (CGS) unit as a whole. The position is responsible for coordinating the Dean’s office, overseeing thesis and scholarship processing, overseeing Student Assistants, overseeing the processing of student petitions, maintaining data for projects and reports, scheduling and coordinating meetings and events, managing calendars, and maintaining office filing systems. Additionally, the position contributes to website creation and maintenance and provides support for CGS programming. The position assures quality in front-line reception to ensure a responsive environment for SJSU students, staff, and faculty.

Key Responsibilities

• Office Coordinator, answer phones, greets students, faculty and staff and provide up-to date, correct information about CGS and its programs.
• Serve as work lead for CGS Student Assistants, which includes assigning work, overseeing scheduling and time cards, and participating in hiring and training.
• Oversee thesis processing: intake/process theses, serve as liaison between students and relevant offices, manage ProQuest, advise students on thesis process, support AD as needed, update deadlines.
• Oversee CGS scholarships: intake and route applications, maintain records, answer student/faculty questions, advertising, update website deadlines.
• Oversee graduate student petition flow: perform preliminary screening, monitor routing, contact ADs with any issues.
• Maintain various databases (e.g. student petitions, theses, and scholarship applications).
• Apply academic policies and procedures relating to graduate education at SJSU.
• Provide office support for the Associate Deans and Graduate Studies Associate and assist with projects when needed.
• Schedule appointments and manage calendars as needed for Associate Deans.
• Update and assist in the maintenance of the CGS website.
• Provide support for Graduate Studies and Research committee: Attend meetings and take minutes.
• Coordinate with the CGS project manager to assist with internal and external events, providing logistical support and serving as liaison when needed.
• Assist with the planning and coordination of all Graduate Studies meetings (Just in Time trainings, All Hands, Graduate Program Coordinator meetings, Dean’s meetings) and events, including design and mailing of flyers and/or invitations, equipment rental, room reservations, RSVP processing, and on-site event set-up and assistance.

Knowledge, Skills & Abilities

• Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures
• Thorough mastery of methods, procedures and practices; English grammar, business writing, punctuation and spelling
• Ability to compose and appropriately format correspondence and reports
• Ability to work independently and handle multiple work priorities, organize and plan work and projects
• Ability to know or quickly learn and use the Student Data Warehouse, and PeopleSoft (CMS) for student modules and financial modules
• Working knowledge of office systems and ability to use a broader range of technology, systems and packages. This includes Office Suite, OU Campus, Adobe products, etc. 
• Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist
• Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas
• Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions
• Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference
• Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations
• Must possess excellent customer service and public relations skills

Required Qualifications

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

Preferred Qualifications

• Bachelor’s Degree
• Experience with Microsoft Office Suite, Excel, Word, Access, PowerPoint, Publisher/Google docs, and Adobe
• Experience with PeopleSoft and Qualtrics survey analytic databases
• Experience with updating website using OU Campus or related web content management programs
• Experience working in a high-volume setting providing excellent customer service in a higher education or related environment, including directing students to appropriate resources on campus

Compensation

Classification: Administrative Support Coordinator II
Anticipated Hiring Range: $4,543/month - $5,117/month (Step 3 – Step 9)
CSU Salary Range: $4,367/month - $6,362/month (Step 1 – Step 20)

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: February 15, 2026 through February 28, 2026. 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.