Engineering Student Success Center Administrative Support Coordinator

CSU Careers•San José, CA

About The Position

The Engineering Student Success Center (ESSC) Administrative Support Coordinator provides comprehensive administrative and operational support for the Student Success Center, ensuring the efficient day-to-day operation of the center while serving as the primary point of contact for students, faculty, staff, and visitors. Working independently under general supervision, this position coordinates front desk operations, manages calendars, maintains department communications and website content, supports budgeting and procurement activities, and coordinates events and special projects. The role also provides administrative support to center leadership, supervises student assistants, and contributes to a welcoming, responsive, and student-centered environment that supports the College of Engineering's student success initiatives.

Requirements

Completion of a high school program, technical/vocational program, or their equivalents
Three years of related office work experience
Excellent written, verbal, and interpersonal communication skills with a strong customer service focus.
Ability to communicate professionally and effectively with diverse populations and stakeholders.
Knowledge of office administration practices, business writing, grammar, and correspondence preparation.
Proficiency with Microsoft Office and the ability to learn and utilize enterprise systems, databases, web content management systems, and related software.
Ability to organize multiple priorities, manage calendars, coordinate events, and maintain accurate records.
Strong analytical, problem-solving, and sound decision-making skills.
Ability to maintain confidentiality and exercise discretion when handling sensitive information.
Ability to interpret and apply university policies, procedures, and administrative guidelines.
Strong attention to detail with the ability to produce accurate work in a fast-paced environment.
General awareness of emerging technologies, including artificial intelligence (AI), and willingness to use them responsibly and ethically.

Nice To Haves

Demonstrated experience with software applications such as word processing, spreadsheet manipulation, database management, and HTML formatting, desktop publishing, graphic design, Internet, and email browser
Demonstrated experience with CMS/PeopleSoft and EAB Navigate/Spartan Connect
Demonstrated experience composing correspondence and reports
Experience working in student services environment in higher education
Demonstrated experience working effectively with individuals from varied backgrounds, including students with diverse educational and socioeconomic experiences

Responsibilities

Coordinate daily administrative and front desk operations, providing exceptional customer service to students, faculty, staff, and visitors.
Manage calendars, advising appointments, room reservations, travel arrangements, and meeting logistics for center leadership and staff.
Coordinate procurement activities, reconcile purchases, maintain office supplies, and assist with budget monitoring.
Supervise, schedule, train, and monitor student assistants, including approving timesheets and coordinating front desk coverage.
Maintain and update the department website, digital communications, social media content, and promotional materials.
Prepare correspondence, reports, mailings, newsletters, flyers, and other communications supporting center operations and events.
Maintain records, filing systems, data, and reports while ensuring accuracy, confidentiality, and compliance with university policies.
Respond to inquiries regarding university resources, academic policies, and student services, referring complex issues to appropriate staff.
Coordinate and provide administrative support for special events, orientations, workshops, receptions, and college-wide activities.
Support onboarding activities for new staff and perform special projects and other administrative duties as assigned.