Assistant Academic Office Coordinator (Administrative Support Coordinator II) - School of Design (507552)

  • Cal State University (CSU) San Francisco
  • San Francisco, California
  • Jan 01, 2022
Part Time Administration and Management Clerical and Administrative Support Education and Training Museum and Arts

Job Description


Working Title

Assistant Academic Office 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 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

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.


School of Design

Appointment Type

This will be a one year temporary position.

Time Base

Part-Time (0.50)

Work Schedule

Monday through Friday; 1:00p.m. to 5:00p.m.

Anticipated Hiring Range

$1,700.00 - $2,000.00 per month ($20,400.00 - $24,000.00 Annually) @ Time Base of (0.5)

$3,400.00 - $4,000.00 per month ($40,800.00 - $48,000.00 Annually) @ Time Base of (1.0)

Salary is commensurate with experience.

Position Summary

The Assistant Academic Office Coordinator of the School of Design is primarily responsible for providing general office, clerical, and administrative support for students, faculty, and staff. The range of work activities includes processing mail, maintaining files and records, scheduling and arranging appointments for advising , providing some budget support, processing of documents and records, gatheri ng data, preparing standard reports and correspondence and interacting with and solving problems for work unit customers and staff.

Position Information

Clerical and Administrative Assistance

  • Main point of contact for School of Design Faculty sear ches
  • Create a database for prospective candidates for searches.
  • Input applicants' information into an Excel spreadsheet.
  • Set up candidates for initial Skype interviews.
  • Contact finalists for on - campus interviews.
  • Act as a liaison between college staff and candidates for booking flights.
  • Book candidates' appointments with Search Committee and department chair.
  • Coordinate lunch and presentation for candidates
  • Book hotels for candidates.
  • Send out reminders to faculty regarding candidates' schedule.
  • Answe r candidate inquiries regarding their travel. arrangements, schedule, etc.
  • Keep track of given budget for searches.
  • Gather SETE reports and syllabi for the Peer Review Committee
  • Design, create, and count ballots for faculty voting
  • Keep track of online g rade changes and current withdrawals and send out reminders to faculty and department chair as needed.
  • Provide general advising and information for prospective students, transfer students, and freshmen using Campus Solutions.
  • Maintains and updates departm ental web pages, editing submissions and composing informational pieces as needed.

Office Reception
  • Inform students of department procedures and requirements prior to meeting with department advisers.
  • Update grad students regularly about current procedures and deadlines associated with the program.
  • Run the main office when office manager is away for vacation/meetings/ appointments.

Event Scheduling
  • Help schedule department events, training or workshops, including preparation of material
  • Assist program coordinators with recruiting events.
  • Set up advising days for faculty.

Other duties as assigned

Minimum Qualifications
  • Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
  • Thorough mastery of English grammar, punctuation, and spelling.
  • Expertise in using office software packages, technology, and systems.
  • Ability to interpret and apply policie s and procedures independently and use judgment and discretion to act when precedents do not exist.
  • Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
  • Ability to un derstand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
  • Ability to analyze operational and procedural problems and develop, recommend and evaluate proposed solutions.
  • Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
  • Ability to effectively write and present own reports.
  • Ability to effectively handle interpersonal interactions at all levels and handle highly sensi tive interpersonal
  • Ability to use negotiation and persuasion skills to achieve results and expedite projects.

Preferred Qualifications

Thorough knowledge of departmental/university setting policies and procedures. Demonstrated ability to prioritize work and mee t deadlines. Minimum two years - experience of related office work experience in an academic office setting.


Must be able to use a computer for extended periods of time.

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.


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.

Employment Requirement

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at and questions may be sent to

CSUEU Position

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

Additional Information


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.

Closing Date/Time: Open until filled

Job Address

San Francisco, California 94132 United States View Map