Advising Support Coordinator

CSU Careers•San José, CA

2d•Onsite

About The Position

Reporting to the Interim Associate Vice Provost for Undergraduate Student Success, the Advising Support Coordinator provides complex administrative, analytical, and project support for the Undergraduate Advising and Success unit. The position independently coordinates division initiatives, office operations, executive schedules, events, and key administrative processes while maintaining a high level of discretion with confidential matters. Serving as a liaison to campus partners, the incumbent helps advance student success initiatives through effective communication, organized project execution, and responsive support to students, faculty, staff, and leadership. This role contributes to efficient unit operations and a welcoming, collaborative environment for diverse campus communities.

Requirements

Knowledge of, or ability to learn, CSU and SJSU academic policies, procedures, and requirements.
Ability to independently manage complex administrative programs, projects, and processes while applying relevant policies, procedures, laws, and regulations.
Strong project-management skills, including the ability to develop timelines, scopes, workflows, process maps, and documentation.
Excellent written, oral, and presentation communication skills, with the ability to convey information and recommendations clearly and persuasively.
Excellent interpersonal and relationship-building skills with the ability to work effectively with individuals at all organizational levels and with diverse constituents.
Critical-thinking, research, and problem-solving skills, including the ability to investigate issues with broad administrative impact and develop sound recommendations.
Knowledge of administrative survey techniques, operations and systems analysis, and statistical and research methods.
Ability to organize multiple priorities, manage confidential information, and exercise sound judgment in a fast-paced environment.
Ability to work effectively with culturally and ethnically diverse populations, including low-income and first-generation students.
General awareness of emerging technologies, including artificial intelligence, and willingness to use them responsibly and ethically in accordance with institutional policies.
A bachelor's degree and/or equivalent training.
Two years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

Nice To Haves

Bachelor’s Degree in related field.
Three years of relevant work experience performing similar functions
Experience working in higher education or the California State University system.
Experience working with business intelligence software and workflow management tools.
Demonstrated experience of 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 culturally and ethnically diverse populations as well as low-income and first-generation college students.
One year of experience in an office environment.

Responsibilities

Manage and coordinate projects assigned by the AVP, serving as a primary contact and liaison with campus constituents in support of Undergraduate Advising and Success initiatives.
Develop and maintain project documentation, including timelines, scopes, process maps, workflows, and related materials.
Coordinate meetings, agendas, notes, special projects, events, and subcommittee activities for the unit and student success centers.
Train unit users on budget-tracking and workload-reconciliation systems; create training materials as needed.
Support contract, procurement, payment, salary reimbursement, payroll, and absence-tracking processes in collaboration with the budget analyst.
Manage the AVP and Managing Director calendars, staff office hours, travel arrangements, and meeting logistics to support effective use of leadership time.
Oversee day-to-day office operations, including incoming calls, records management, correspondence proofreading, onboarding coordination, and document distribution.
Provide administrative support to student success centers by maintaining databases and files, referring questions to appropriate resources, and assisting with center activities.
Maintain DocuSign templates and forms, the unit website and social media, and provide basic technology support for offices, shared spaces, and online meetings.