Workflow Coordinator

Job Summary The Workflow Coordinator is responsible for coordinating the day‑to‑day workflow to ensure that all deliveries and pickups are handled in a timely, accurate, secure and efficient manner for San José State University. The role serves as a working lead and is responsible for guiding and training staff and student team members under the supervision of the Distribution Services Manager.

• Coordinate the daily in/outbound workflow for the campus, forklift, and off‑campus delivery routes
• Schedule route coverage by maintaining students’ and staff schedules
• Organize incoming packages and freight shipments to maximize delivery efficiency and accuracy
• Act as the department contact for carriers regarding scheduling needs
• Receive, inspect, and systematically document incoming parcels and freight
• Document and advise any discrepancies or damaged inbound items
• Ensure that all outbound mailings and shipments are staged, scanned, and ready
• Assist drivers in loading and unloading
• Maintain the tracking system database – make corrections, add/remove users, locations
• Collaborate with vendor and IT to install updates to associated scanners and computers
• Provide simple reports regarding carrier‑related issues (e.g., arrival times, inbound volume)
• Lead subordinate employees in the performance of various warehouse processes
• Train staff and students on delivery routes, proper package handling, and tracking system processes
• Assign support staff in direct response to absent or late employees or delayed carriers

• Establish and maintain working relationships with carriers, campus customers, and vendors
• Monitor and maintain warehouse shipping supplies usage and distribution
• Coordinate workflow, manage multiple priorities, and meet critical deadlines
• Proficiency in current word processing, spreadsheet, and relevant software applications
• Skilled in managing projects, timelines, and collaborative work across units
• Take initiative and independently plan, organize, and coordinate work in an environment with multiple competing demands
• Work effectively and collaboratively with individuals at all levels of the organization
• Provide lead direction and training while fostering a collaborative team environment
• General awareness of emerging technologies, including artificial intelligence (AI), and a willingness to develop skills in their appropriate, responsible, and ethical use in a higher education environment, consistent with institutional policies and practices

• Two years of experience in a storeroom or warehouse performing receipt, storage, and issuance of supplies, material, or equipment

• High School Diploma
• Three to five years of leading 5–15 employees
• Three to five years of distribution, mail room, or warehouse experience
• Experience with general warehousing procedures
• Experience with domestic and international carrier processes (e.g., DHL, Fed Ex, UPS, USPS)
• One to two years of experience driving sit‑down/stand‑up forklifts
• Experience with MS Excel, Word, and Access
• Excellent written communication skills

A valid driver's license is required. Out‑of‑state candidates must obtain a State of California driver's license within 10 days of hire. All new hires must successfully complete the Defensive Driver Training Program provided by the State of California.

Classification:
Shipping and Receiving Assistant I
Anticipated Hiring Range: $4,242/month – $4,413/month (Step 11 – Step 13)
CSU Salary Range: $3,480/month – $5,069/month (Step 1 – Step 20)
San José State University offers a comprehensive benefits package typically worth 30‑35% of base salary. For more information on available programs, see the Employee Benefits Summary.

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. 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.

Reasonable accommodation is made for applicants with disabilities who self‑disclose.