Office Coordinator & Assistant to the University Registrar (Administrative Support Coordinator II)
About The Position
San Diego State University’s Office of the Registrar is hiring an Office Coordinator and Assistant to the University Registrar to provide comprehensive administrative, operational, data-entry, and project support to the University Registrar and the office’s leadership team. Under the University Registrar’s general direction, the position coordinates daily office operations, manages calendars and meetings, supports personnel and recruitment processes, prepares correspondence and reports, and serves as a primary contact for inquiries directed to the University Registrar. The role works with faculty, staff, administrators, students, campus partners, and external contacts, and requires sound judgment, confidentiality, attention to detail, and the ability to interpret and apply university procedures, CSU policy, Title V, and FERPA requirements. The incumbent independently manages projects from initiation through completion with minimal supervision and helps maintain personnel records, office resources and equipment, and emergency preparedness activities. This administrative coordination supports the Registrar’s work with academic records, class scheduling, registration, transfer credit, degree completion, and other enrollment services. The position is full-time, benefits eligible, and permanent/probationary. It is non-exempt and eligible for overtime. Standard work hours are Monday through Friday, 8:00 a.m. to 4:30 p.m., though they may vary with operational needs. Work is on campus at SDSU in San Diego.
Requirements
- Fully functional knowledge of and skill in standard office procedures and practices, and ability to understand and operate in a variety of organizational structures.
- Thorough knowledge of English grammar, spelling, and punctuation, with the ability to communicate clearly orally and in writing.
- Ability to use and quickly learn new office support technology systems and software packages.
- These entry qualifications would normally be obtained through a high school program, technical or vocational program, or equivalent, combined with several years of related office work experience.
- Experience supporting the administrative functions of an office.
- Ability to work well with students and the public in a reception capacity.
- Ability to work well with colleagues and appropriate administrators to coordinate office administrative functions.
- Ability to exercise confidentiality, respect, and thoughtful planning and office practices when completing responsibilities.
- Experience and skill using Microsoft Office, including Word, Excel, and PowerPoint.
- PC familiarity and web browser functionality.
Nice To Haves
- Experience managing student employee programs.
- Experience maintaining chatbot systems and coordinating social media.
- One or more years in a high-volume university administrative setting.
- Demonstrated ability to interpret academic policies and enrollment procedures.
Responsibilities
- Coordinate daily office operations, address logistical and facilities needs, troubleshoot office equipment and technology, and maintain workspaces, supplies, assets, and equipment records.
- Provide administrative support to the University Registrar and leadership team, including calendar management, meeting preparation, travel coordination, action-item follow-up, staff meetings, retreats, and events.
- Coordinate recruitment, interview scheduling, reference checks, onboarding materials, hiring documentation, personnel files, attendance records, telework calendars, and other human resources processes while maintaining confidentiality.
- Prepare, edit, and distribute correspondence, reports, presentations, and draft policy documents; coordinate sensitive communications; and assist with data entry and special project reporting.
- Coordinate responses to public information requests, subpoenas, and FOIA requests under the direction of the appropriate administrator, maintaining records in accordance with FERPA and institutional policies.
- Coordinate diploma cover orders and commencement delivery, office supply and equipment requests, asset tracking, software and hardware updates, maintenance work orders, and ergonomic equipment requests.
- Maintain the Office of the Registrar’s emergency preparedness plan, coordinate safety trainings and drills, serve as office safety coordinator, and orient new staff to safety protocols.
- Plan and complete assigned administrative and operational projects with minimal oversight, coordinating with colleagues and administrators across the Office of the Registrar, Enrollment Services, and the university.
Benefits
- 15 paid holidays, vacation, and sick leave.
- CalPERS pension plan with retiree healthcare and reciprocal agreements with other California public retirement systems, including the UC.
- Medical, dental, and vision coverage options at low or no cost.
- CSU tuition fee waiver for employees and eligible dependents.
- Optional FlexCash, life and disability insurance, legal plans, and pet plans.
- Access to the library, campus events, employee groups, and volunteer and social activities.
- Overtime compensation eligibility.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
