Administrative Coordinator - (Administrative Support Coordinator II, Range II) - AVP, Enrollment Management

*SFSU INTERNAL APPLICANTS ONLY*

Working Title

Personnel Coordinator

SF State University

San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status.  Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.

Applicants may visit titleix.sfsu.edu for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing vpsaem@sfsu.edu.

San Francisco State is a 100% Smoke/Vapor-Free Campus.  Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.

The person holding this position may be considered a "mandated reporter" under the California Child Abuse and Neglect  Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

This position may be a "designated position" in the California State University's Conflict of Interest Code.  The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Department

AVP, Enrollment Management

Appointment Type

This is a one-year probationary position.

Time Base

Full Time (1.0 FTE)

Work Schedule

Monday through Friday, from 8:00 a.m. to 5:00 p.m.

Anticipated Hiring Salary

$4,367.00 Per Month ($52,404 - $00,000.00 Annually)

Salary is commensurate with experience.

Position Summary

Under the general supervision of the Chief Enrollment Officer, the Administrative Support Coordinator II provides comprehensive administrative and operational support for the departments within the Division of Enrollment Management. The incumbent independently coordinates a broad range of administrative functions that support the day-to-day operations of the departments, including office administration, meeting and event coordination, communications, purchasing, travel, personnel-related administrative documentation and workflow coordination, onboarding coordination with Human Resources, records management, and special projects.

The position serves as a central administrative resource for the division by coordinating administrative workflows, monitoring deadlines, preparing and routing documentation, and maintaining records. The incumbent exercises initiative, sound judgment, and organizational skills in prioritizing work, resolving routine administrative issues, and ensuring compliance with established university policies and procedures.

Position Information

Administrative Operations and Office Coordination

• Coordinate daily administrative operations for departments within the Enrollment Management Division. 
• Develop, organize, and maintain administrative procedures, filing systems, and operational workflows. 
• Monitor divisional deadlines and coordinate completion of administrative assignments. 
• Prepare correspondence, reports, presentations, meeting materials, and other administrative documents. 
• Maintain files and administrative records. 
• Coordinate office equipment, maintenance requests, technology requests, office moves, and supply inventories. 
• Research administrative issues and recommend improvements to office procedures and workflows. 
• Serve as a resource regarding established administrative procedures and campus processes.

Personnel-Related Administrative Coordination 

• Coordinate the administrative processing and routing of recruitment-related documentation in accordance with established university procedures. 
• Prepare, review for completeness, and route personnel-related forms and supporting documentation to the appropriate Human Resources office.
• Track the status of personnel transactions and follow up with campus partners to facilitate timely processing.
• Coordinate onboarding logistics for new employees, including scheduling, orientation coordination, and distribution of onboarding materials. 
• Maintain confidential personnel-related administrative records. 
• Serve as the administrative liaison with Human Resources regarding the routing and status of personnel-related documentation. 
• Coordinate student employment administrative documentation and related onboarding paperwork. 
• Provide administrative support for personnel-related processes while maintaining compliance with established university procedures.

Meetings, Events, and Division Support 

• Coordinate departmental meetings, interviews, training sessions, and special events. 
• Manage calendars, schedule appointments, reserve meeting space, and coordinate meeting logistics. 
• Prepare meeting agendas, presentation materials, minutes, and follow-up communications. 
• Coordinate catering, visitor arrangements, and event logistics. 
• Assist with division-wide communications and special projects. 
• Coordinate staffing schedules for divisional events and activities, as assigned.

Procurement, Travel, and Business Services Coordination

• Coordinate purchasing requests and office supply orders. 
• Prepare procurement documentation in accordance with university policies and procedures. 
• Coordinate travel requests, travel authorizations, reimbursements, and related documentation. 
• Monitor purchasing and travel requests through completion. 
• Coordinate technology requests and equipment purchases.
• Serve as a liaison with Procurement, Accounts Payable, Information Technology Services, and other administrative support units regarding routine operational matters.

Other duties as assigned

Minimum Qualifications

Entry to the first level within this classification requires knowledge of general office methods, procedures, and practices; English grammar, business writing, punctuation, and spelling; and basic business math. This foundation would normally be obtained through a high school program, technical/vocational program, or equivalent.

In addition, Administrative Support Coordinators are required to have a thorough, detailed knowledge of applicable university infrastructure, policies, and procedures. Thorough mastery of the English language and grammar, spelling, and punctuation is required. Incumbents must possess expertise in using office software packages, technology, and systems; have the ability to interpret and apply policies and procedures independently; identify deviations from applicable policies; apply independent judgment, discretion, and initiative to address problems and develop practical, thorough, and, at times, creative solutions; perform standard arithmetic functions of a transactional nature; and effectively write and present information in a clear and understandable manner. Incumbents must be able to perform business math, analyze operational and procedural problems, and develop, recommend, and evaluate proposed solutions. They must be able to effectively handle multiple priorities, organize and plan work and projects, train others on new skills and procedures, and establish and maintain cooperative working relationships with faculty, staff, students, and the public.

Preferred Qualifications

• Experience providing administrative and operational support in a college or university environment. 
• Experience coordinating personnel-related administrative documentation and workflows in collaboration with Human Resources. 
• Experience coordinating onboarding-related administrative activities and maintaining confidential personnel records. 
• Experience coordinating meetings, special events, travel, purchasing, and general office operations. 
• Experience using PeopleSoft, CHRS, CMS, or other enterprise administrative systems. 
• Demonstrated ability to coordinate multiple assignments simultaneously while meeting competing deadlines. 
• Experience preparing correspondence, reports, presentations, meeting materials, and other administrative documents. 
• Demonstrated ability to establish and maintain collaborative working relationships with faculty, staff, students, and external partners.
• Strong organizational, communication, customer service, and problem-solving skills.
• Experience supporting division-wide administrative operations and coordinating cross-functional administrative processes.

Environmental/Physical/Special

Typical office environment with extensive use of computers and standard office equipment. The position requires regular interaction with faculty, staff, students, and members of the public. Occasional evening or weekend work may be required to support divisional meetings, recruitment activities, or special events.

Pre-Employment Requirements

This position requires the successful completion of a background check.

Eligibility to Work

Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.

Benefits

Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions.  SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.

We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employee.

CSUEU Position (For CSUEU Positions Only)

Eligible and qualified on-campus applicants, currently in bargaining units 2, 5, 7, and 9 are given hiring preference.

Additional Information

SF STATE IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS).

Thank you for your interest in employment with California State University (CSU).  CSU is a state entity whose business operations reside within the State of California.  Because of this, CSU prohibits hiring employees to perform CSU-related work outside of California with very limited exception.  While this position may be eligible for occasional telework, all work is expected to be performed in the state of California, and this position is assigned to on-campus operations.

Pursuant to Education Code Section 89521, the CSU is required to contact the current and/or former employer(s) of an applicant in the final stages of the recruitment process and make a reasonable attempt to obtain information regarding any prior misconduct by the applicant within the last seven years.

CSU strongly encourages faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/.

The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.

Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time.

*SFSU INTERNAL APPLICANTS ONLY*