Academic and Institutional Effectiveness Coordinator

Academic and Institutional Effectiveness Coordinator

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Work type: Staff
Location: San José
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time

Reporting to the Senior Vice Provost for Academic Affairs, the Academic and Institutional Effectiveness Coordinator provides comprehensive, high-level administrative and operational support across the Senior Vice Provost’s full portfolio, including Faculty Success, Graduate Studies, Institutional Research, Undergraduate Education, Undergraduate Advising, and Institutional Effectiveness and Strategic Analytics. Working under general supervision, the incumbent independently coordinates complex administrative processes, communications, workflows, and projects that support division-wide priorities, academic planning, accreditation, assessment, and faculty and student success initiatives.

The position serves as a central administrative hub for the Senior Vice Provost’s office, requiring broad knowledge of university infrastructure, strong judgment, discretion with sensitive matters, and the ability to manage multiple priorities across interconnected academic units. This role plays a critical function in ensuring operational continuity, effective communication, and process coordination in a high-volume, high-visibility executive academic affairs environment.

Key Responsibilities

• Provide administrative coordination and operational support across the Senior Vice Provost’s academic affairs portfolio, including Faculty Success, Graduate Studies, Institutional Research, Undergraduate Education, Undergraduate Advising, and Institutional Effectiveness
• Coordinate recurring administrative workflows, timelines, and deliverables across portfolio units to support division-wide planning and implementation
• Serve as an administrative point of contact for portfolio-related inquiries, ensuring appropriate routing, follow-up, and resolution
• Prepare, organize, and distribute materials for meetings, reviews, and portfolio-related initiatives
• Maintain shared calendars for portfolio-wide activities, standing meetings, review cycles, and reporting deadlines (excluding executive calendar management)
• Maintain organized electronic records, files, and documentation to support operational continuity and compliance
• Provide administrative and logistical support for institutional effectiveness, accreditation, and program review activities under the direction of the Senior Vice Provost and in coordination with the Institutional Effectiveness Analyst
• Support the scheduling, coordination, and logistical execution of program planning, assessment, accreditation, and committee-related meetings, including room reservations, technology support, and materials preparation
• Maintain organized records, files, and documentation related to accreditation, assessment, and program review processes in accordance with CSU, WSCUC, and campus requirements
• Track established timelines, deadlines, submission cycles, and compliance milestones as defined by the Institutional Effectiveness Analyst and notify relevant stakeholders of upcoming requirements
• Coordinate logistical arrangements for external reviewers, accreditation teams, and site visits, including travel documentation, meeting schedules, and on-site logistics
• Support communication workflows by preparing and distributing materials, notices, and reminders developed by the Institutional Effectiveness Analyst
• Provide administrative and transactional support for institutional effectiveness–related activities, including procurement, reimbursements, honoraria, travel documentation, and invoice processing
• Assist with tracking expenditures associated with accreditation, assessment, external reviews, and related activities, providing status updates to the Institutional Effectiveness Analyst or appropriate administrators
• Support the processing of payments for professional program accreditation dues, reaffirmation fees, software licenses, and external services, as directed
• Maintain accurate financial and administrative records to support audit readiness, reporting, and continuity of operations
• Coordina…