Advising Support Coordinator

Job Summary

Reporting to the Associate Vice Provost for Undergraduate Advising and Success, with input from the Managing Director of the Exploratory and College of Professional and Global Education (CPGE) Student Success Centers, the Advising Support Coordinator organizes and performs a variety of complex administrative duties in direct support of the AVP and the Exploratory and CPGE SSCs, the day-to-day operations of the Undergraduate Advising and Success unit, and the Exploratory, CPGE SSCs, and managing internal and external processes of the office.

The incumbent performs duties independently and under limited supervision to achieve specified outcomes. They also provides administrative and analytical support as well as manage projects from conception to completion and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with direction, maintain a realistic balance among multiple priorities, and routinely interface with a wide variety of stakeholders.

The incumbent serves as a UAS liaison to all campus offices and works collaboratively and effectively to establish and maintain working relationships within a diverse environment.

Key Responsibilities

• Manages and coordinates all projects that are given by the AVP. The incumbent is the main contact, coordinator, lead, and works closely with campus constituents for projects supporting the UAS unit.
• Trains unit users on systems used for budget tracking and workload reconciliation and develops training materials as needed.
• Assists with the development and maintenance of project documentation, including but not limited to timeline, project scope, process mapping, and workflow design.
• Creates and maintains division DocuSign templates and forms.
• With the budget analyst, manage the contract and procurement process for the unit.
• Maintains list of staff office hours; maintains the AVP and Managing Director’s schedules.
• Refers student and faculty questions pertaining to campus services and resources and general academic policies and procedures including forms and petitions to appropriate staff person.
• Files documents and records, especially those related to student advising and general function of the Success Center; photocopies and prepares documents for distribution.
• With the budget analyst, manages various payment and salary reimbursement processes.
• Manages and coordinates the logistics for meeting preparation and follow-up assignments. Provides support in ensuring the Senior Director’s time is utilized efficiently and effectively by monitoring activities and calendar.
• Oversees day-to-day office operations and manages incoming calls to the main UAS office.
• Maintains the UAS website and social media.

Knowledge, Skills & Abilities

• Thorough knowledge of and ability to apply extensive expertise to complex programs and / or administrative specialties, including pertinent policies, procedures, laws, and regulations and present recommendations or information to individuals or groups in a persuasive manner.
• Ability to effectively present ideas and concepts in written or presentation format.
• Excellent written and oral communication skills
• Excellent interpersonal skills to work effectively with diverse constituents.
• Ability to work with individuals at all levels in the organization and strong relationship building skills.
• Critical thinking and problem-solving skills
• Ability to investigate and analyze problems having broad administrative impact.
• Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods
• Ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
• Thorough knowledge of and ability to apply extensive expertise to complex programs and / or administrative specialties, including pertinent policies, procedures, laws, and regulations and present recommendations or information to individuals or groups in a persuasive manner.
• Ability to work effectively with culturally and ethnically diverse populations as well as low-income and first-generation students.

Required Qualifications

• A bachelor's degree and / or equivalent training.
• Two years of administrative work experience involving study, analysis, and / or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

Preferred Qualifications

• Bachelor’s Degree in related field.
• Three years of relevant work experience performing similar functions
• Experience working in higher education or the California State University system.
• Experience working with business intelligence software and workflow management tools.
• Demonstrated experience of CMS / PeopleSoft and EAB Navigate / Spartan Connect.
• Demonstrated experience composing correspondence and reports.
• Experience working in student services environment in higher education.
• Demonstrated experience working effectively with culturally and ethnically diverse populations as well as low-income and first-generation college students.
• One year of experience in an office environment.

Compensation

Classification : Administrative Analyst / Specialist Exempt I

Anticipated Hiring Range : $4,441 / month - $5,014 / month

CSU Salary Range : $4,170 / month - $7,545 / 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 .

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 : December 15, 2023 through January 2, 2024 . 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

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