Academic and Institutional Effectiveness Coordinator

San José State University • San José, CA

3d

About The Position

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.

Requirements

• Knowledge of university administrative infrastructure, academic affairs operations, and organizational processes in a complex higher education environment
• Knowledge of CSU and campus policies, procedures, and requirements related to academic program planning, assessment, accreditation, and institutional effectiveness
• Knowledge of office administration practices, records management, document retention, and compliance-related documentation
• Knowledge of financial and procurement processes, including purchasing, reimbursements, travel documentation, honoraria, and invoice processing
• Strong organizational and coordination skills with the ability to manage multiple administrative processes, timelines, and priorities across several academic units
• Ability to coordinate meetings, events, and workflows involving faculty, staff, administrators, and external stakeholders
• Proficiency with office productivity tools and collaboration platforms (e.g., Microsoft Office, Google Workspace, document management systems, and virtual meeting platforms)
• Ability to prepare, organize, format, and maintain professional documents, records, and materials with accuracy and attention to detail
• Effective written and oral communication skills appropriate for administrative coordination, follow-up, and information sharing
• Ability to work independently under general supervision using established policies, procedures, and guidelines
• Ability to interpret and apply administrative policies and procedures where guidance may require judgment but not analysis or policy development.
• Ability to maintain organized systems for tracking deadlines, documentation, and operational workflows
• Ability to manage competing priorities, meet deadlines, and adapt to shifting operational needs
• Ability to exercise discretion and appropriately handle sensitive information within defined administrative boundaries
• Ability to collaborate effectively with analysts, executive staff, faculty, and campus partners to support shared goals
• Ability to communicate with constituents in a professional and respectful manner
• Completion of a high school program, technical/vocational program, or their equivalents
• Three years of related office work experience

Nice To Haves

• Bachelor’s Degree
• Experience providing administrative or operational support in a higher education or similarly complex organizational environment
• Experience supporting academic program planning, assessment, accreditation, or institutional effectiveness activities in an administrative or coordination role
• Experience coordinating meetings, timelines, documentation, or logistics across multiple units or stakeholders
• Proficiency with office productivity and collaboration tools (e.g., Microsoft Office, Google Workspace, document management systems, virtual meeting platforms)
• Demonstrated organizational skills, attention to detail, and ability to manage multiple priorities in a deadline-driven environment
• Excellent written communication skills and customer service skills

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
• Coordinate with campus partners (e.g., Finance, Procurement, ABSO) to resolve routine transactional and documentation issues
• Support process documentation by maintaining procedural records, templates, and reference materials developed by the Institutional Effectiveness Analyst

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 11-50 employees