Administrative Support Coordinator

Job Summary

San José State University’s Charles W. Davidson College of Engineering is an innovative, collaborative, and supportive environment that empowers employees to achieve professional and personal goals while contributing to the university’s student-centered mission. A member of the 23-campus California State university system, San José State University (SJSU) is situated in the entrepreneurial heart of Silicon Valley. The College of Engineering at San Jose State University comprises ten departments and independent programs which employs nearly 400 faculty and staff to support more than 7,000 local and international students.

Committed to excellence and service, the expert staff of the College of Engineering frequently work with multiple external stakeholders and partners from across campus and other institutions. The incumbent reports to the Director of Resources and Operations and provides administrative support to the college and designated department(s), performing a full range of clerical and administrative duties, including front desk support, phone answering, greeting visitors, assisting with events, scheduling appointments, managing supplies, distributing mail, hiring assistance, overseeing unionized student employees, approving payroll expenses, responding to academic inquiries, marketing/communications, and maintaining web content.

• Process and complete all aspects of hiring for student employment positions.
• Collect, review, and log student timesheets; track monthly support usage and analyze data to ensure compliance with student employee budget allocations.
• Train new student assistants and provide direct supervision, including coordinating monthly schedules, workflow, and updating training materials.
• Assist with onboarding and offboarding of new employees, including faculty/lecturers, chairs, staff, and student employees.
• Fulfill purchasing requests for supplies, equipment, services, catering, promotions, etc.
• Process and track undergraduate and graduate paperwork submitted to department offices and draft culminating experience requests.
• Collect, review, and analyze course syllabi to ensure compliance with university and department policies, course level information, and accessibility features.
• Collect, maintain, and prepare curriculum and assessment materials, including Program Assessment (ABET, WASC) documents and records.
• Update and maintain communications on behalf of the department(s), including webpages, social media, bulletin boards, and newsletters.
• Provide general operational support for the designated department(s).
• Prepare documents and reports as requested by Department Chair(s), Faculty, and Dean’s Office.
• Address concerns, answer questions, and provide guidance from/for faculty, staff, students, prospective students, alumni, industry professionals, and the general public.

• Strong oral and written communication skills.
• Demonstrated knowledge of English grammar, business writing, punctuation and spelling; ability to compose and appropriately format correspondence, presentations, and reports.
• Excellent organizational and coordination skills.
• Detail‑oriented, multi‑tasker with the ability to perform accurately.
• Ability to quickly learn and apply a variety of state, federal, CSU, and SJSU policies and procedures.
• Ability to perform business math, calculate ratios and percentages, track financial data, and make accurate projections.
• Working experience with Google Apps and Microsoft Office software.
• Ability to track and summarize data using spreadsheets.
• Working knowledge of data analysis tools and electronic forms.
• Ability to make presentations, mastery of social media, experience in web editing and web applications.
• Ability to schedule, coordinate, and guide the work of student employees.
• Ability to work as part of a team, and handle multiple work unit priorities and projects.
• Ability to effectively establish and maintain cooperative and positive working relationships.
• Ability to work with a diverse population, including students and faculty.
• Ability to maintain confidentiality and appropriately handle sensitive situations.
• Ability to work in…