Academic and Institutional Effectiveness Coordinator
1 month ago
San Jose
Job Summary Reporting to the Senior Vice Provost for Academic Affairs, the Academic and Institutional Effectiveness Coordinator provides comprehensive, high-level administrative and operational support across the Senior Vice Provost's full portfolio, including Faculty Success, Graduate Studies, Institutional Research, Undergraduate Education, Undergraduate Advising, and Institutional Effectiveness and Strategic Analytics. Working under general supervision, the incumbent independently coordinates complex administrative processes, communications, workflows, and projects that support division-wide priorities, academic planning, accreditation, assessment, and faculty and student success initiatives. The position serves as a central administrative hub for the Senior Vice Provost's office, requiring broad knowledge of university infrastructure, strong judgment, discretion with sensitive matters, and the ability to manage multiple priorities across interconnected academic units. This role plays a critical function in ensuring operational continuity, effective communication, and process coordination in a high-volume, high-visibility executive academic affairs environment. Key Responsibilities • Provide administrative coordination and operational support across the Senior Vice Provost's academic affairs portfolio, including Faculty Success, Graduate Studies, Institutional Research, Undergraduate Education, Undergraduate Advising, and Institutional Effectiveness, • Coordinate recurring administrative workflows, timelines, and deliverables across portfolio units to support division-wide planning and implementation, • Serve as an administrative point of contact for portfolio-related inquiries, ensuring appropriate routing, follow-up, and resolution, • Prepare, organize, and distribute materials for meetings, reviews, and portfolio-related initiatives, • Maintain shared calendars for portfolio-wide activities, standing meetings, review cycles, and reporting deadlines (excluding executive calendar management), • Maintain organized electronic records, files, and documentation to support operational continuity and compliance, • Provide administrative and logistical support for institutional effectiveness, accreditation, and program review activities under the direction of the Senior Vice Provost and in coordination with the Institutional Effectiveness Analyst, • Support the scheduling, coordination, and logistical execution of program planning, assessment, accreditation, and committee-related meetings, including room reservations, technology support, and materials preparation, • Maintain organized records, files, and documentation related to accreditation, assessment, and program review processes in accordance with CSU, WSCUC, and campus requirements, • Track established timelines, deadlines, submission cycles, and compliance milestones as defined by the Institutional Effectiveness Analyst and notify relevant stakeholders of upcoming requirements, • Coordinate logistical arrangements for external reviewers, accreditation teams, and site visits, including travel documentation, meeting schedules, and on-site logistics, • Support communication workflows by preparing and distributing materials, notices, and reminders developed by the Institutional Effectiveness Analyst, • Provide administrative and transactional support for institutional effectiveness-related activities, including procurement, reimbursements, honoraria, travel documentation, and invoice processing, • Assist with tracking expenditures associated with accreditation, assessment, external reviews, and related activities, providing status updates to the Institutional Effectiveness Analyst or appropriate administrators, • Support the processing of payments for professional program accreditation dues, reaffirmation fees, software licenses, and external services, as directed, • Maintain accurate financial and administrative records to support audit readiness, reporting, and continuity of operations, • Coordinate with campus partners (e.g., Finance, Procurement, ABSO) to resolve routine transactional and documentation issues, • Support process documentation by maintaining procedural records, templates, and reference materials developed by the Institutional Effectiveness Analyst Knowledge, Skills & Abilities • Knowledge of university administrative infrastructure, academic affairs operations, and organizational processes in a complex higher education environment, • Knowledge of CSU and campus policies, procedures, and requirements related to academic program planning, assessment, accreditation, and institutional effectiveness, • Knowledge of office administration practices, records management, document retention, and compliance-related documentation, • Knowledge of financial and procurement processes, including purchasing, reimbursements, travel documentation, honoraria, and invoice processing, • Strong organizational and coordination skills with the ability to manage multiple administrative processes, timelines, and priorities across several academic units, • Ability to coordinate meetings, events, and workflows involving faculty, staff, administrators, and external stakeholders, • Proficiency with office productivity tools and collaboration platforms (e.g., Microsoft Office, Google Workspace, document management systems, and virtual meeting platforms), • Ability to prepare, organize, format, and maintain professional documents, records, and materials with accuracy and attention to detail, • Effective written and oral communication skills appropriate for administrative coordination, follow-up, and information sharing, • Ability to work independently under general supervision using established policies, procedures, and guidelines, • Ability to interpret and apply administrative policies and procedures where guidance may require judgment but not analysis or policy development., • Ability to maintain organized systems for tracking deadlines, documentation, and operational workflows, • Ability to manage competing priorities, meet deadlines, and adapt to shifting operational needs, • Ability to exercise discretion and appropriately handle sensitive information within defined administrative boundaries, • Ability to collaborate effectively with analysts, executive staff, faculty, and campus partners to support shared goals, • Ability to communicate with constituents in a professional and respectful manner Required Qualifications • Completion of a high school program, technical/vocational program, or their equivalents, • Three years of related office work experience Preferred Qualifications • Bachelor's Degree, • Experience providing administrative or operational support in a higher education or similarly complex organizational environment, • Experience supporting academic program planning, assessment, accreditation, or institutional effectiveness activities in an administrative or coordination role, • Experience coordinating meetings, timelines, documentation, or logistics across multiple units or stakeholders, • Proficiency with office productivity and collaboration tools (e.g., Microsoft Office, Google Workspace, document management systems, virtual meeting platforms), • Demonstrated organizational skills, attention to detail, and ability to manage multiple priorities in a deadline-driven environment, • Excellent written communication skills and customer service skills Compensation Classification: Administrative Support Coordinator II Anticipated Hiring Range: $5,016/month - $5,219/month (Step 7 - Step 10) CSU Salary Range: $4,367/month - $6,362/month (Step 1 - Step 20) San Jose 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 ___. Application Procedure Click Apply Now to complete the SJSU Online Employment Application and attach the following documents: • Resume Contact Information University Personnel 408-924-2252 CSU Vaccination Policy 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 ___ 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. SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS) All San Jose 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. Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification: 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 ___ 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 Jose 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 ___. Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at ___. 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 ___. 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. Equal Employment Statement San Jose 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 Jose 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 Jose 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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