Administrative Support Coordinator

The Department of Art and Art History is seeking an Administrative Support Coordinator to provide moderately complex administrative and clerical support for the department. The incumbent will serve as the primary contact for faculty, students, staff, and visitors while coordinating the daily operations of the department office.

• →Coordinate academic program support, including graduation and minor forms, BFA and MFA applications, student galleries, curriculum changes, grade changes, tutorials, special session sections, and student advising processes
• →Support graduate and prospective students by providing program information, maintaining confidential records, monitoring student progress, and coordinating graduate studio space and usage
• →Coordinate scholarship processes, including application materials, committee communication, available funds, scholarship portal updates, award letters, and required documentation
• →Provide front office and departmental support, including responding to inquiries, maintaining calendars and records, processing absences, ordering supplies, coordinating office assignments and keys, and assisting with payroll and budget reconciliation
• →Coordinate special projects and events; assist with student assistant workflow; and serve as a liaison with campus offices, vendors, faculty, staff, and students

• Ability to communicate with constituents in a professional and respectful manner
• Ability to handle multiple work priorities and organize and plan projects. Must have strong organizational skills sufficient to handle a heavy workload, and multiple projects with frequent interruption and schedule changes
• Thorough knowledge of office practices and procedures, computers, and software, including word processing, spreadsheets, and databases such as PeopleSoft/Oracle
• Ability to effectively establish and maintain cooperative working relationships within a very diverse multicultural environment. Excellent verbal and written communication skills
• Excellent customer service skills
• Ability to be proactive, resourceful, and efficient, with a high level of professionalism.
• Thorough knowledge of department, college, and university admissions and graduation requirements
• Ability to troubleshoot and solve most office and customer-related problems
• Knowledge of policies and procedures for faculty office assignments based on square footage and FTEF. Knowledge of key ordering processes
• Thorough knowledge of office practices and procedures, computers, and software, including word processing, spreadsheets, and databases such as PeopleSoft/Oracle
• Ability to handle multiple assignments with frequent interruption. Ability to plan and organize events with internal and external vendors
• Thorough knowledge of spreadsheet and database software
• Ability to work with internal and external vendors and maintain a cooperative working relationship
• Knowledge of or ability to quickly learn department, college, and university organization and administration
• Ability to use basic math and spreadsheet programs for financial tracking
• General awareness of emerging technologies, including artificial intelligence (AI), and a willingness to develop skills in their appropriate, responsible, and ethical use in a higher education environment, consistent with institutional policies and practices

• Completion of a high school program, technical/vocational program, or their equivalents
• Two (2) 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

• Bachelor’s degree
• Related experience in an academic or public service environment
• Some office management experience

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.

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: November 10, 2026 through November 24, 2026. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

People and Culture
jobs@sjsu.edu

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.

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.

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.

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