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Job Summary

Reports to the Director of Resources for Operations for the College of Social Sciences, the Department Coordinator will receive work lead direction from the Administrative Analyst. The Coordinator provides administrative support to the History Department and the Economics Department. Working dependently under general supervision, this position performs moderate to complex administrative support duties for the department chair, administrative staff, and students and faculty.

Key Responsibilities

• Acts as front-line receptionist, answers phones, and greets faculty, staff, students, and visitors
• Responsible for answering and maintaining the department’s voicemail and email inboxes
• Coordinates, composes, proofs, mailings, and other forms of communication and publicity
• Coordinates and is responsible for the production of department publications including layout, copy editing, and proofreading. Uses graphic design for outreach materials
• Coordinates and maintains departmental databases
• Run errands, sort, distributes mail, photocopies exams, and other materials, file and prepare routine correspondence and flyers, troubleshooting office equipment problems
• Responsible for the coordination of special events, receptions, and department convocations
• Maintains and updates the department website, uploads course materials, updates faculty pages, course descriptions, departmental events, etc., creates and edits online student forms for academic advising (major forms), scholarship and internship applications, faculty office hours each semester
• Maintains departmental social media/networking accounts
• Assists students with add/drop forms, petitions, A&R procedures, registration, grade problems, comp exams, thesis, project, and candidacy procedures
• Provides ongoing support to the analyst, faculty members, and chair on projects
• Coordinates and provides logistical support for activities such as department and university balloting procedures and distributing agendas and materials
• Assists in processing faculty evaluations, coordinating faculty recruitment and course scheduling
• Disseminates information to prospective and current students
• Responsible for recording and submitting student grade changes
• Assists students seeking codes for restricted courses
• Prepare and maintains a faculty office hours list, course syllabi, and exam files
• Solicits feedback from faculty and staff to assist in the development of improved services
• Assists students with add/drop forms, petitions, A&R procedures, registration, grade problems, comp exams, thesis, project, and candidacy procedures
• Obtain quotes for purchasing items and services as assigned
• Process purchase requisitions, direct payments, and travel authorizations/employee reimbursements as directed for SJSU, Tower and Research foundation
• Reconcile own GoCard/ProCard expenses
• Create new Research and Tower accounts and enter forms in DocuSign as assigned

Knowledge, Skills & Abilities

• Excellent customer service and public relations skills
• Excellent written and oral communication skills
• Advanced user of Microsoft Office – especially Word and Excel
• Advanced user of Doodle (online scheduling tool)
• Advanced user of Google Drive (online calendar and file sharing)
• Strong oral and written communication skills
• Ability to handle multiple work priorities, organize and plan work and projects
• Knowledge using website management software
• Advanced understanding of online form use – including Google Drive
• Ability to easily navigate online social networking tools – including LinkedIn, Facebook, Twitter, Instagram, etc
• Attention to detail in a busy environment, maintaining a friendly demeanor
• Knowledge of FTS and Student Admin systems
• Ability to maintain confidentiality and appropriately handle sensitive communications in accordance with FERPA
• Ability to quickly learn and apply a variety of state, federal, CSU, and SJSU policies and procedures
• Ability to effectively write and present reports to department chairs
• Ability to communicate with constituents in a professional and respectful manner

Required Qualifications

• Completion of a high school program, technical/vocational program, or their equivalents
• Two years of related office work experience or a combination of education and experience which demonstrates the ability to perform the essential functions of the position

Preferred Qualifications

• Bachelor’s Degree
• Clerical experience in an office setting (maintaining files, answering phones, and customer service)
• Experience in Web maintenance and management
• Purchasing experience
• Experience with Microsoft Office (Word, Excel), Adobe Suite, web development/management software, graphic design skills, and email programs such as Gmail
• Excellent written communication, organizational, customer service, and teamwork skills

Compensation

Classification: Administrative Support Coordinator I
Anticipated Hiring Range: $4,128/month - $4,558/month (Step 2 – Step 7)
CSU Salary Range: $4,047/month - $5,896/month (Step 1 – Step 20)

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 5, 2026 through February 19, 2026. 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 is an equal opportunity employer. The university prohibits discrimination based on age, ancestry, caste, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, marital status, medical condition, military status, nationality, race, religion, religious creed, sex, sexual orientation, sex stereotype, and veteran status. This policy applies to all San José State University students, faculty, and staff, as well as university 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). Reasonable accommodation is made for applicants with disabilities who self-disclose. 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.