Administrative Coordinator - (Administrative Support Coordinator II, Range II) - AVP, Enrollment Management

San Francisco State University•San Francisco, CA

4d•Onsite

About The Position

Under the general supervision of the Chief Enrollment Officer, the Administrative Support Coordinator II provides comprehensive administrative and operational support to departments within the Division of Enrollment Management. The incumbent independently coordinates office administration, meetings and events, communications, purchasing, travel, personnel-related documentation and workflow, onboarding coordination with Human Resources, records management, and special projects. The position is a central administrative resource for the division, coordinating workflows, monitoring deadlines, preparing and routing documentation, and maintaining records. It requires initiative, sound judgment, and organizational skills to prioritize work, resolve routine administrative issues, and ensure compliance with established university policies and procedures. This is a one-year probationary appointment, full time (1.0 FTE), with a Monday-to-Friday schedule from 8:00 a.m. to 5:00 p.m. The position is assigned to on-campus operations in California, though occasional telework may be possible. Occasional evening or weekend work may be required to support divisional meetings, recruitment activities, or special events.

Requirements

Knowledge of general office methods, procedures, and practices; English grammar, business writing, punctuation, and spelling; and basic business math. This foundation would normally be obtained through a high school program, technical/vocational program, or equivalent.
Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
Thorough mastery of English language, grammar, spelling, and punctuation.
Expertise using office software packages, technology, and systems.
Ability to interpret and apply policies and procedures independently and identify deviations from applicable policies.
Ability to exercise independent judgment, discretion, and initiative to address problems and develop practical, thorough, and sometimes creative solutions.
Ability to perform transactional arithmetic and business math, analyze operational and procedural problems, and develop, recommend, and evaluate proposed solutions.
Ability to write and present information clearly and understandably.
Ability to handle multiple priorities effectively and organize and plan work and projects.
Ability to train others on new skills and procedures.
Ability to establish and maintain cooperative working relationships with faculty, staff, students, and the public.
Successful completion of a background check.
Ability to provide proof of U.S. citizenship or authorization to work in the United States within three business days of hire.

Nice To Haves

Experience providing administrative and operational support in a college or university environment.
Experience coordinating personnel-related administrative documentation and workflows in collaboration with Human Resources.
Experience coordinating onboarding-related administrative activities and maintaining confidential personnel records.
Experience coordinating meetings, special events, travel, purchasing, and general office operations.
Experience using PeopleSoft, CHRS, CMS, or other enterprise administrative systems.
Demonstrated ability to coordinate multiple assignments simultaneously while meeting competing deadlines.
Experience preparing correspondence, reports, presentations, meeting materials, and other administrative documents.
Demonstrated ability to establish and maintain collaborative working relationships with faculty, staff, students, and external partners.
Strong organizational, communication, customer service, and problem-solving skills.
Experience supporting division-wide administrative operations and coordinating cross-functional administrative processes.

Responsibilities

Coordinate daily administrative operations for departments within the Enrollment Management Division.
Develop, organize, and maintain administrative procedures, filing systems, and operational workflows.
Monitor divisional deadlines and coordinate completion of administrative assignments.
Prepare correspondence, reports, presentations, meeting materials, and other administrative documents; maintain files and administrative records.
Coordinate office equipment, maintenance and technology requests, office moves, and supply inventories.
Research administrative issues and recommend improvements to office procedures and workflows; serve as a resource on established administrative procedures and campus processes.
Coordinate the administrative processing and routing of recruitment-related documentation in accordance with university procedures.
Prepare, review for completeness, and route personnel forms and supporting documentation to Human Resources; track transactions and follow up with campus partners.
Coordinate onboarding logistics for new employees, including scheduling, orientation, and distribution of materials.
Maintain confidential personnel-related administrative records and serve as the administrative liaison with Human Resources on documentation routing and status.
Coordinate student employment administrative documentation and onboarding paperwork.
Coordinate departmental meetings, interviews, training sessions, and special events; manage calendars, appointments, meeting space, and logistics.
Prepare meeting agendas, presentation materials, minutes, and follow-up communications; coordinate catering, visitor arrangements, and event logistics.
Assist with division-wide communications and special projects, and coordinate staffing schedules for divisional events and activities as assigned.
Coordinate purchasing requests, office supply orders, procurement documentation, travel requests, authorizations, reimbursements, and related documentation.
Monitor purchasing and travel requests through completion and coordinate technology requests and equipment purchases.
Liaise with Procurement, Accounts Payable, Information Technology Services, and other administrative support units regarding routine operational matters.
Perform other duties as assigned.