Advising Support Coordinator

San Jose State University
California, United States
Salary Not Specified
Posted date
Oct 22, 2021

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Student Affairs, Academic Advising & Academic Support Services, Other Student Affairs
Employment Type
Full Time

Job Summary

Reporting to and receiving work lead direction from the Assistant Vice Provost of Undergraduate Advising & Success (AVP UAS), the coordinator provides administrative and clerical support to the Undergraduate Advising & Success unit, which interacts with all eight College Student Success Centers as well as units in Student Affairs. The position is responsible for office coordination, website maintenance, managing calendars, maintaining data for reports, scheduling and coordinating events, and special projects. The position contributes to creating and sustaining a responsive environment for SJSU students, staff and faculty. This position also acts as the front-line receptionist greeting students and visitors; maintaining office filing systems and performing additional support functions. This position will reside in the department of Undergraduate Advising & Success.

Key Responsibilities
  • Provides office support for the Undergraduate Advising & Success Center (UASC) and its staff.
  • Makes appointments and manages calendars as needed for AVP UAS.
  • Receptionist, answers phones, greets students, faculty and staff and provides up-to-date, correct information about the Undergraduate Advising & Success unit.
  • Manages logistics and processing of student petitions and requests, including analysis of appropriate documentation, communicating with students about next steps, and routing to the appropriate approving administrator and the Registar.
  • Coordinates and makes travel or room arrangements for meetings and workshops. Includes liaising with outside vendors, and university units across departments and divisions.
  • Procurement and reconciliation of purchases and receipts for the UASC and the AVP UAS.
  • Assist in directing students to appropriate campus resources
  • Manages undergraduate advising email inbox
  • Assists in communication with campus wide undergraduate advising community and students, including social media, and live chat
  • Applies academic policies and procedures relating to undergraduate advising at SJSU.
  • Updates and maintains advising website
  • Manages student workers
Knowledge, Skills & Abilities
  • Demonstrated ability to handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations. Ability to defuse strongly emotional student responses.
  • Ability to clarify institutional policies and procedures for students.
  • Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies.
  • Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
  • Strong oral communication skills. Must possess excellent customer service and public relations skills. Excellent interpersonal, verbal and written communication skills.
  • Thorough, comprehensive knowledge of and ability to interpret and apply a wide variety of state, federal, CSU, and SJSU policies and procedures, particularly relating to General Education and student rights and responsibilities.
  • Ability to make independent decisions and exercise sound judgment.
  • Thorough knowledge of English grammar, business writing, punctuation and spelling.
  • Ability to compose and format correspondence and reports.
  • Ability to perform accurately in a detail-oriented environment.
  • Ability to work independently and handle multiple work priorities, organize and plan work and projects.
  • Expertise in using office software packages (MS Word and Excel), technology and systems.
  • Ability to use a range of technology, systems and packages. This includes Office Suite, PeopleSoft, EAB, OU Campus, Adobe products, etc.
Required Qualifications
  • Completion of a high school program, technical/vocational program, or their equivalents combined.
  • Three years of related office work experience.
Preferred Qualifications
  • Bachelor’s Degree
  • Experience with computer skills and working knowledge of common software suites (Microsoft, Google, and Adobe), along with data entry and web content management systems
  • Experience in organizing and maintaining records and data on special projects.
  • Experience with customer service, office administration and project management, social media, and event coordination

Classification: Administrative Support Coordinator II
Anticipated Hiring Range: $3,800/month - $4,150/month
Salary Range: $3,352/month - $5,639/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

**Application period has been extended to January 14, 2022.**

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: October 22, 2021 through November 7, 2021. 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

CSU Vaccination Policy

The CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement as a condition of employment. The system wide policy can be found at and questions may be sent to .

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.


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.

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).

Advertised: October 22, 2021 (9:00 AM) Pacific Daylight Time
Applications close:

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