Administrative Support Coordinator II

CSU Careers•San José, CA

About The Position

The School of Social Work is seeking an Administrative Support Coordinator II to support the efficient operation of the Field Education Program and the School of Social Work. Reporting to the Director of Resources and Operations and receiving work lead direction from the Director of the School of Social Work, the incumbent provides administrative support to the Field Director, faculty, staff, students, and internship agency partners. The role coordinates office operations and inquiries; maintains student, program, agency, and placement records; processes expenses; supports academic and administrative requests; manages electronic databases and internship placement systems; and assists with field course enrollment and placements. The position also maintains practicum agreements, agency files, handbooks, policies, accreditation materials, surveys, and the School’s website. The coordinator supports internships, service-learning, advising, orientations, training, fairs, and other School events, including logistics such as facilities, catering, supplies, parking, registration, and attendance. The role prepares meeting materials and summaries and coordinates with faculty, students, field instructors, agencies, Admissions and Records, Institutional Research, and other campus offices. The position requires professional, respectful communication; strong organization and customer service; technology and database proficiency; discretion with confidential information; and the ability to manage competing priorities and troubleshoot office, software, and customer-related issues.

Requirements

Completion of a high school program, technical/vocational program, or equivalent.
Three years of related office work experience.
Ability to communicate professionally and respectfully with constituents, including the public, faculty, staff, and students.
Ability to manage multiple priorities, organize and plan work and projects, and handle a heavy workload with frequent interruptions and schedule changes.
Intermediate to advanced proficiency with a broad range of technology, systems, and software, including Microsoft Office Suite, Adobe Acrobat, Google programs, PeopleSoft, and Excel or Google Sheets data functions.
Ability to use learning management systems such as Canvas.
Ability to maintain and confidentially store sensitive and confidential FERPA-related information.
Knowledge of campus procedures, including experience with or ability to learn the CMS PeopleSoft campus system.
Thorough knowledge of general business office procedures and practices.
Ability to troubleshoot and solve office, customer-related, software, and technology-platform problems.
Ability to perform standard business math, calculate ratios, track financial data, and make simple projections.
Verbal skills sufficient to provide clear, concise, and accurate information.
Intermediate to advanced knowledge of software applications such as Excel, database management systems, and other database software.
Basic knowledge of budget policies and procedures.
Strong oral communication, customer service, and public relations skills.
Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies.
Working knowledge of, or ability to quickly learn about, SJSU Campus programs and implement and manage information as it changes.
General awareness of emerging technologies, including AI, and willingness to develop skills in their appropriate, responsible, and ethical use in higher education, consistent with institutional policies and practices.

Nice To Haves

Bachelor of Arts or Bachelor of Science degree.
Four years of office experience, including database experience.

Responsibilities

Coordinate daily office operations and respond to student and agency inquiries.
Maintain student and program records, process expenses, and assist with academic and administrative requests.
Manage electronic databases and internship placement systems, provide technical support, and track student and agency information.
Assist with field course enrollment and internship placement activities.
Maintain practicum agreements, memoranda of understanding, agency files, student handbooks, policy documents, accreditation materials, surveys, and the School’s website.
Assist with internship, service-learning, advising, orientation, training, internship and job fair, and other School events.
Coordinate event facilities, catering, supplies, parking, registration, attendance, and other logistics.
Prepare meeting materials and summaries.
Coordinate with faculty, students, field instructors, agencies, Admissions and Records, Institutional Research, and other campus offices.
Handle sensitive and confidential information appropriately and maintain it confidentially.