Job Summary

Reporting to the Director of Resources and Operations, and receiving work lead direction from the Director of School of Social Work, the Field Director and the Field office, and the Department Resource Analyst, the Administrative Support Coordinator will work independently, under general supervision, to maintain the efficient operations of the field education program and assist in the overall workings of the School of Social Work.

Key Responsibilities

• Maintains regular communication with agency internship instructors (FIs), Faculty Field Liaisons (FFL) and field education students
• Coordinates and processes office expenditures and travel related expenses; interfaces between Analyst's office and Field Director
• Assists to maintain records of all practicum agreements, MOUs and contract- related documents
• Track agreement expiration dates and assist with renewal of expiring agreements
• Assists with meetings, agendas, and minutes related to the School and the Field Education Office. Takes notes at Field Faculty Meetings, field office meetings and staff meetings
• Provides meeting summaries regarding projects and pressing matters
• Manages all electronic systems including coordinating, updating and monitoring student, FFL, and agency databases, including INPlace or other database systems, and the uploading of internship and service learning descriptions into the database by students, assisting in implementing software program for student internship evaluations
• Provides database technical support to FI, FFLs, and students, including system troubleshooting, access, and user functions that update student, faculty, placement, or field agency information
• Provides administrative support to internship placement tracking system, including updates and changes that enhance user experience and system efficiency
• Assists in the planning and implementation of events related to field internships, internship and job fairs, advising, service learning programs, student and FI orientations and trainings, and other events associated with the School
• Coordinates and procures resources necessary for events (i.e., room and facility reservations, ordering of supplies and catering, parking arrangements and permits, communicating with students, faculty, guests, and visitors involved in events)

Knowledge, Skills & Abilities

• Ability to communicate with constituents in a professional and respectful manner
• Ability to handle multiple work priorities, organize and plan projects. Must have organizational skills sufficient to handle heavy workload, multiple projects with frequent interruptions, and schedule changes
• Intermediate to advanced skill levels in a broad range of technology, systems and packages including but not limited to: Microsoft Office Suite, Adobe Acrobat, Google programs, PeopleSoft, Excel or Google sheets data functions, etc.
• Ability to use Learning Management Systems (i.e., Canvas)
• Ability to maintain and confidentially store sensitive and confidential FERP related information
• Knowledge of campus procedures, including experience, or ability to learn, (CMS) PeopleSoft campus system
• Thorough knowledge of professional general business office procedures and practices
• Ability to troubleshoot and solve most office and customer-related problems as well as software and technology platforms
• Ability to work with the general public, faculty, staff and students in a competent, diplomatic and open communication style;
• Ability to perform standard business math, calculate ratios, track financial data, and make simple projections
• Intermediate to advanced knowledge of software applications such as Excel, database management systems, and other software used for database purposes
• Basic knowledge of budget policies and procedures
• Strong oral communication skills. Must possess excellent customer service and public relations skills
• Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies
• Working knowledge of or ability to quickly learn about the SJSU Campus programs, and ability to implement and manage information as it requires adjustment and change

Required Qualifications

• Completion of a high school program, technical/vocational program, or their equivalents
• Three (3) years of related office work experience

Preferred Qualifications

• BA or BS
• Four (4) years of office experience including database

Compensation

Classification: Administrative Support Coordinator II
Anticipated Hiring Range: $5,096/month - $5,200/month
CSU Salary Range: $3,864/month - $6,072/month

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary.

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:

• Resume
• Letter of Interest

All applicants must apply within the specified application period: February 11, 2025 through February 25, 2025. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

University Personnel
jobs@sjsu.edu
408-924-2252

CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu.

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.

The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.

SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)

All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification: 

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at clerycompliance@sjsu.edu.

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf. The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at uhs-frontdesk@sjsu.edu.

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

Equal Employment Statement

San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus).