Office Coordinator & Assistant to the University Registrar (Administrative Support Coordinator II)

Are you an organized administrative professional who enjoys coordinating complex processes, handling sensitive information, and supporting a high-volume university office? San Diego State University’s Office of the Registrar is seeking an Office Coordinator and Assistant to the University Registrar to provide comprehensive administrative, operational, data-entry, and project support for the University Registrar and the Office of the Registrar’s leadership team.

Working under the general direction of the University Registrar, this role coordinates daily office operations, manages calendars and meetings, supports personnel and recruitment processes, prepares correspondence and reports, and serves as a primary point of contact for inquiries directed to the University Registrar. The Office Coordinator and Assistant to the University Registrar works with faculty, staff, administrators, students, campus partners, and external contacts and requires sound judgment, confidentiality, strong attention to detail, and the ability to interpret and apply university procedures, CSU policy, Title V, and FERPA requirements.

The Office Coordinator and Assistant to the University Registrar independently manages projects from initiation through completion with minimal supervision while helping maintain organized personnel records, office resources, equipment, and emergency preparedness activities. Through reliable administrative coordination and responsive service, this position supports the Office of the Registrar’s work with academic records, class scheduling, registration, transfer credit, degree completion, and other enrollment services that assist students from initial enrollment through graduation.

• →Office Operations: Coordinate daily office operations, resolve logistical and facilities needs, troubleshoot office equipment and technology issues, and maintain organized workspaces, supplies, assets, and equipment records.
• →Executive Support: Provide administrative support to the University Registrar and leadership team through calendar management, meeting preparation, travel coordination, action-item follow-up, staff meetings, retreats, and events.
• →Personnel Coordination: Coordinate recruitment, interview scheduling, reference checks, onboarding materials, hiring documentation, personnel files, attendance records, telework calendars, and other human resources processes while maintaining confidentiality.
• →Communication and Reporting: Prepare, edit, and distribute correspondence, reports, presentations, and draft policy documents; coordinate sensitive communications; and assist with data entry and special project reporting.
• →Information Requests: Coordinate responses to public information requests, subpoenas, and FOIA requests under the direction of the appropriate administrator while maintaining records in accordance with FERPA and institutional policies.
• →Resource Coordination: Coordinate diploma cover orders and commencement delivery, office supply and equipment requests, asset tracking, software and hardware updates, maintenance work orders, and ergonomic equipment requests.
• →Safety Coordination: Maintain the Office of the Registrar’s emergency preparedness plan, coordinate safety trainings and drills, serve as office safety coordinator, and orient new staff to office safety protocols.
• →Independent Projects: Plan and complete assigned administrative and operational projects with minimal oversight while coordinating with colleagues and administrators across the Office of the Registrar, Enrollment Services, and the university.

• Full-time, benefits eligible, permanent/probationary position.
• Position is designated non-exempt under FLSA and is eligible for overtime compensation.
• Standard SDSU work hours are Monday – Friday, 8:00 a.m. to 4:30 p.m., but may vary based on operational needs.
• The individual hired into this role will work on campus at SDSU in San Diego.

Enrollment Services comprises Undergraduate and Graduate Admissions, Office of the Registrar, Prospective Student Services, Out of State, Specialized and International Recruitment, Office of Financial Aid and Scholarships, Cal Coast Student Financial Center, and Enrollment Services Communications. Enrollment Services implements SDSU enrollment management policies and provides services to students from their initial point of interest in SDSU to their graduation.

The Office of the Registrar represents enrollment management programs and provides enrollment services to various constituents across the university in regards to the student academic record, academic class scheduling, and student advising tools. The Office of the Registrar provides service to the students through determination of eligibility for admission to the University, evaluation of academic records to determine the status of completion of degree requirements, assistance with course registration, and advising on the academic record in relation to transfer credit or CSU/SDSU policy.

The Office of the Registrar has three managers and roughly 40 staff of varying classifications across four distinct units.

For more information regarding the Office of the Registrar, click here.

Entry to this classification requires a fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Some positions may require a knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite.

These entry qualifications would normally be obtained through a high school program, technical/ vocational program, or their equivalents combined with several years of related office work experience.

• Experience supporting the administrative functions of an office.
• Ability to work well with students and with the public in a reception capacity.
• Ability to work well with colleagues and appropriate administrators in coordinating office administrative functions.
• Ability to exercise confidentiality, respect, thoughtful planning and office practices in completing responsibilities.
• Experience and skill in using Microsoft Office (Word, Excel and PowerPoint).
• PC familiarity and web browser functionality.
• Experience managing student employee programs is preferred.
• Experience maintaining chatbot systems and coordinating social media is preferred.
• One or more years in a high-volume university administrative setting is preferred.
• Demonstrated ability to interpret academic policies and enrollment procedures is preferred.

At SDSU, our diversity gives us power and benefits every single member of our community.  Consistent with California law and federal civil rights laws, SDSU provides equal opportunity for all in education and employment.  We encourage all members of our community to purposefully learn from one another through open and respectful dialogue and responsible engagement. We strongly preserve the right to free expression and encourage difficult conversations that help lead to improved individual and community learning and cohesion.

Principles of Community

At San Diego State University, we are a community of diverse individuals who have and represent many perspectives, beliefs, and identities. This diversity lends our community strength, and we commit to creating and sustaining an inclusive and intellectually vibrant environment that benefits all members of our university. 

SDSU’s Principles of Community is an aspirational statement that is intended to evolve over time. The statement reflects the ideals we are encouraged to uphold in our interactions with one another. 

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All university programs and activities are open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, San Diego State University (SDSU) provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. SDSU complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices. 

SDSU is a diverse community of individuals who represent many perspectives, beliefs and identities, committed to fostering an inclusive, respectful, and intellectually vibrant environment. We cultivate a culture of open dialogue, mutual respect, and belonging to support educational excellence and student success. Through academic programs, student organizations and activities, faculty initiatives, and community partnerships, we encourage meaningful engagement with diverse perspectives. As a higher education institution, we are dedicated to advancing knowledge and empowering individuals to reach their full potential by prioritizing inclusive curriculum development, faculty and staff training, student mentorship, and comprehensive support programs. At SDSU, excellence is built on merit, talent, diversity, accessibility, and equal opportunity for all.