Administrative Support Coordinator II

San José State University•San Jose, CA

4d•$4,367 - $6,362

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 will provide administrative support to the Field Director, faculty, staff, students, and internship agency partners.

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.
General awareness of emerging technologies, including artificial intelligence, and willingness to develop skills in their appropriate, responsible, and ethical use in higher education, consistent with institutional policies and practices.
Ability to manage multiple work priorities, organize and plan projects, and handle a heavy workload, multiple projects, frequent interruptions, and schedule changes.
Intermediate to advanced skills with a broad range of technologies, systems, and packages, 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, or ability to learn them, including the CMS PeopleSoft campus system.
Thorough knowledge of professional general business office procedures and practices.
Ability to troubleshoot and solve office, customer-related, software, and technology platform problems.
Ability to work competently, diplomatically, and openly with the general public, faculty, staff, and students.
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; strong oral communication, customer service, and public relations skills.
Intermediate to advanced knowledge of software applications such as Excel, database management systems, and other software used for database purposes.
Basic knowledge of budget policies and procedures.
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.
Ability to organize and plan work, events, and projects while handling multiple priorities.

Nice To Haves

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

Responsibilities

Coordinate daily office operations, 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, track student and agency information, and assist with field course enrollment and 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, including facilities, catering, supplies, parking, registration, attendance, and event logistics.
Prepare meeting materials and summaries; coordinate with faculty, students, field instructors, agencies, Admissions and Records, Institutional Research, and other campus offices.