Administrative Support Coordinator

San José State University•San Jose, CA

1d•$4,047 - $5,896

About The Position

The Department of Art and Art History at San José State University is seeking an Administrative Support Coordinator to provide moderately complex administrative and clerical support. The coordinator serves as the primary contact for faculty, students, staff, and visitors and coordinates the daily operations of the department office. The role supports academic programs and student processes; graduate and prospective student services; scholarship administration; front-office operations; and departmental projects and events. It also involves working with campus offices, vendors, faculty, staff, and students. Applicants must submit a resume and letter of interest through the SJSU Online Employment Application during the application period of November 10, 2026 through November 24, 2026. The position is open until filled, with later applications considered at the university’s discretion once screening has begun. A satisfactory background check is required. The university states that it does not sponsor staff or management positions for visas. Employees are mandated reporters under applicable California law and CSU policy, and this position may be reviewed for designation as a Campus Security Authority.

Requirements

Completion of a high school program, technical/vocational program, or equivalent.
Two years of related office work experience, or a combination of education and experience demonstrating the ability to perform the essential functions.
Professional and respectful communication with constituents; excellent verbal and written communication skills.
Strong organization, planning, and ability to handle multiple priorities, projects, interruptions, schedule changes, and a heavy workload.
Thorough knowledge of office practices and procedures, computers, word processing, spreadsheets, and databases such as PeopleSoft/Oracle.
Ability to establish and maintain cooperative working relationships in a diverse multicultural environment and provide excellent customer service.
Ability to be proactive, resourceful, and efficient, with a high level of professionalism.
Thorough knowledge of department, college, and university admissions and graduation requirements, or ability to quickly learn department, college, and university organization and administration.
Ability to troubleshoot and resolve most office and customer-related problems.
Knowledge of faculty office assignment policies based on square footage and FTEF, and key ordering processes.
Ability to plan and organize events with internal and external vendors, and maintain cooperative vendor relationships.
Ability to use basic math and spreadsheet programs for financial tracking.
General awareness of emerging technologies, including AI, and willingness to develop skills in their appropriate, responsible, and ethical use in a higher education environment consistent with institutional policies and practices.
Satisfactory completion of a background check, including criminal records check, is required for employment.

Nice To Haves

Bachelor’s degree.
Related experience in an academic or public service environment.
Some office management experience.

Responsibilities

Coordinate academic program support, including graduation and minor forms, BFA and MFA applications, student galleries, curriculum and grade changes, tutorials, special-session sections, and student advising processes.
Support graduate and prospective students by providing program information, maintaining confidential records, monitoring student progress, and coordinating graduate studio space and usage.
Coordinate scholarship processes, including application materials, committee communications, available funds, scholarship portal updates, award letters, and required documentation.
Provide front-office and departmental support by responding to inquiries, maintaining calendars and records, processing absences, ordering supplies, coordinating office assignments and keys, and assisting with payroll and budget reconciliation.
Coordinate special projects and events, assist with student assistant workflow, and serve as a liaison with campus offices, vendors, faculty, staff, and students.