School Coordinator (Administrative Support Coordinator II)

San Diego State University • San Diego, CA

8d • Hybrid

About The Position

San Diego State University’s School of Theatre, Television, and Film is seeking a School Coordinator to coordinate the administrative and clerical operations supporting the School’s academic programs and public production activities. Under the general supervision of the School Director, the Coordinator provides administrative support to the Director, Associate Director, Academic Advisor, faculty, area heads, committees, staff, students, and members of the public. The role manages main office operations, serves as a primary contact for faculty and visitors, maintains records and confidential personnel files, coordinates academic appointments and class scheduling, and supports meetings, events, reports, and communications.

The Coordinator also coordinates instructional and student payroll budgets, tracks expenditures, prepares fiscal reports, and helps ensure that appointments, payroll documentation, financial transactions, and academic processes comply with university procedures, CSU policies, and collective bargaining agreements. The position supports continuity in administrative practices for a School combining academic coursework with hands-on theatre, television, film, and new media production.

The School of Theatre, Television, and Film is part of the College of Professional Studies and Fine Arts. It operates two theatres and supports theatre productions, film festivals, and production facilities and equipment. The position is full-time, benefits eligible, and permanent/probationary. It is designated non-exempt under the FLSA and eligible for overtime compensation. Standard hours are Monday through Friday, 8:00 a.m. to 4:30 p.m., though hours may vary with operational needs. Telecommuting of up to one day per week may be available after a one-year probationary period, during which on-site presence is required.

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, and ability to communicate clearly orally and in writing.
• Ability to use and quickly learn new office support technology systems and software packages.
• Qualifications normally obtained through a high school program, technical/vocational program, or equivalent, combined with several years of related office work experience.
• Applicants must currently be authorized to work in the United States on a full-time basis.
• Satisfactory completion of a background check, including a criminal records check, is required for employment.
• The position is subject to mandated reporter requirements under California’s Child Abuse and Neglect Reporting Act and CSU Executive Order 1083.

Nice To Haves

• Two to four years of related experience is preferred.
• Experience in a higher education or public sector setting is preferred.
• Experience processing academic appointments is preferred.
• Experience providing administrative support to a Director and/or Department Chair is preferred.
• Experience in the administrative operations of performing arts or film production organizations is highly desirable.
• Experience using Microsoft Word, Excel, related database software, Oracle, AdobeSign, and similar software or database applications.
• Some positions may require knowledge of business mathematics beyond basic arithmetic.

Responsibilities

• Coordinate daily main office operations and provide administrative support to the School Director, Associate Director, Academic Advisor, area heads, committees, faculty, staff, and students.
• Process faculty appointments and contracts, initiate background checks, maintain personnel files, support instructional reports, and coordinate employment and payroll documentation.
• Enter and maintain course schedules for regular and winter sessions; verify room, time, and faculty assignments; identify conflicts; and communicate issues to relevant parties.
• Coordinate curricular proposals, monitor approval deadlines, maintain current curriculum and School records, and distribute surveys supporting accreditation and evaluation activities.
• Monitor instructional and student payroll budgets, track expenditures, analyze budget activity, prepare fiscal reports, and recommend adjustments in collaboration with the School Director.
• Coordinate meetings, receptions, events, and other activities; prepare and distribute meeting minutes; maintain supplies and equipment; and coordinate facilities, building access, technology, and service issues.
• Hire, train, and supervise office student employees and graduate assistants, including coordinating attendance and absence reporting.
• Serve as a primary point of contact for faculty and visitors and support communications and administrative continuity across the School.

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 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.
• Eligible for overtime compensation.

What This Job Offers

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