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About the Role

The Administrative Support Coordinator II provides comprehensive administrative and operational support for 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.

Responsibilities

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.
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.
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.
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.

Requirements

Knowledge of general office methods, procedures, and practices.
Knowledge of English grammar, business writing, punctuation, and spelling.
Knowledge of basic business math.
Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
Thorough mastery of the English language and grammar, spelling, and punctuation.
Expertise in using office software packages, technology, and systems.
Ability to interpret and apply policies and procedures independently.
Ability to identify deviations from applicable policies.
Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough, and, at times, creative solutions.
Ability to perform standard arithmetic functions of a transactional nature.
Ability to effectively write and present information in a clear and understandable manner.
Ability to perform business math.
Ability to analyze operational and procedural problems.
Ability to develop, recommend, and evaluate proposed solutions.
Ability to effectively handle multiple priorities.
Ability to organize and plan work and projects.
Ability to train others on new skills and procedures.
Ability to establish and maintain cooperative working relationships with faculty, staff, students, and the public.
Successful completion of a background check.
Ability to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.

Skills

Office administration
Meeting and event coordination
Communications
Purchasing
Travel coordination
Personnel-related administrative documentation and workflow coordination
Onboarding coordination
Records management
Special projects coordination
Office equipment coordination
Technology requests
Office moves
Supply inventory management
PeopleSoft
CHRS
CMS
Enterprise administrative systems
Organizational skills
Communication skills
Customer service skills
Problem-solving skills

Location

San Francisco, CA

Work Type

Full Time
Onsite

Experience Level

Entry level

Education Level

High school program, technical/vocational program, or equivalent

Salary/Compensations

$52,404.00 Annually

Benefits

Medical
Dental
Vision
Pension
401k
Healthcare Savings Account
Life Insurance
Disability Insurance
Vacation
Sick Leave
State Holidays
Fee Waiver program

About the Company

San Francisco State University is a 100% Smoke/Vapor-Free Campus.
The California State University (CSU) is a state entity whose business operations reside within the State of California.
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.

Equal Opportunity

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.