Faculty Personnel and Instructional Support Coordinator (Administrative Support Coordinator II)

CSU Careers • San Diego, CA

6d • Hybrid

About The Position

The College of Arts and Letters is seeking a Faculty Personnel and Instructional Support Coordinator to support critical faculty personnel and academic administration processes across the College. This position plays an important role in ensuring faculty evaluations, advancement processes, workload reporting, and other instructional activities are coordinated accurately, consistently, and on time. Working closely with the Director of Resource Management, Instructional Analyst, Administrative Analyst, faculty, department staff, college leadership, and campus partners, the Coordinator serves as a central resource for navigating established faculty personnel processes and requirements. This role is ideal for someone who excels at managing confidential information, maintaining detailed records, coordinating multiple high-stakes timelines, and providing clear procedural guidance in a complex academic environment.

Requirements

• Fully functional knowledge of and skill in standard office procedures and practices.
• Ability to understand and operate in a variety of organizational structures.
• Thorough knowledge of English grammar, spelling, and punctuation.
• Ability to clearly communicate orally and in writing.
• Ability to use and quickly learn new office support technology systems and software packages.
• Extensive experience using Microsoft Word and Excel.
• Experience with OnBase, Banner, and PeopleSoft.
• Experience in handling confidential matters.
• Experience coordinating administrative support functions for a group.
• Must currently be authorized to work in the United States on a full-time basis.
• Must satisfactorily complete a background check.

Nice To Haves

• Some positions may require a knowledge of business mathematics beyond basic arithmetic.

Responsibilities

• Coordinate college-wide faculty review processes, including reappointment, tenure and promotion (RTP), cumulative and periodic evaluations, and lecturer range elevation, ensuring required documentation and deadlines are completed accurately.
• Initiate and monitor faculty personnel cases, review materials for completeness and procedural compliance, maintain confidential records, and coordinate corrections or follow-up with faculty, departments, committees, and campus partners.
• Coordinate faculty workload and assigned-time processes, review departmental submissions for completeness and consistency, maintain records, and track required documentation, evaluations, and deadlines.
• Compile workload and assigned-time reports, maintain supporting spreadsheets and documentation, and coordinate with the Instructional Analyst to identify and resolve discrepancies across workload, appointment, and instructional resource information.
• Serve as a resource to faculty and department administrative staff by communicating requirements, providing procedural guidance and training, and supporting navigation of established faculty personnel and workload processes.
• Provide administrative coverage to departments, programs, centers, and institutes during vacancies, staff transitions, peak processing periods, or other periods requiring additional faculty and academic administrative support.

Benefits

• 15 paid holidays
• vacation
• sick leave
• CalPERS pension plan with retiree healthcare
• reciprocal agreements with other California public retirement systems, including the UC
• Medical, dental, and vision options at low or no cost
• CSU tuition fee waiver for employees and eligible dependents
• FlexCash
• life and disability insurance
• legal and pet plans
• Access to the library, campus events, employee groups, and volunteer and social activities

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED