Strategic Business Services Coordinator

Provides comprehensive administrative and operational support to the Strategic Business Services (SBS) team, including Procurement to Payment Services (P2P), Contract Services, Commercial Services, Distribution and Asset Services, and Parking Services. Manages the Associate Vice President's calendar, coordinates daily office operations, provides work direction to student assistants, and supports recruitment and onboarding of vacant positions. Serves as a key liaison for internal and external stakeholders, ensuring timely, accurate, and courteous responses aligned with SBS policies, university procedures, and departmental priorities.

Responsibilities

• Manage the Associate Vice President's complex calendar by prioritizing appointments, coordinating meetings, and resolving scheduling conflicts.
• Coordinate recruitment, onboarding, and offboarding activities, including recruitment logistics, interview scheduling, and new employee orientation.
• Provide lead work direction, training, and guidance to Strategic Business Services student assistants.
• Coordinate office operations, including supplies, equipment, travel, purchasing, ProCard/Travel Card reconciliations, and other administrative processes in compliance with CSU policy and university guidelines.
• Develop and maintain departmental forms, procedures, and workflows; identify operational improvements and recommend process enhancements.
• Prepare reports, maintain operational data, and analyze administrative information to support planning, decision-making, and departmental operations.
• Research and resolve operational and procedural issues, interpret university guidelines and CSU policies, and coordinate special projects and initiatives in support of Strategic Business Services priorities.
• Serve as the primary point of contact for Strategic Business Services, responding to and resolving inquiries from faculty, staff, students, vendors, and external partners.
• Coordinate, track, and follow up on requests to ensure timely resolution and exceptional customer service across SBS service areas.
• Prepare and disseminate communications, announcements, and informational materials on behalf of the Associate Vice President and Strategic Business Services.
• Maintain and manage departmental records, reports, and confidential documentation in accordance with university records retention requirements and established business practices.
• Prepare, review, and coordinate reports, correspondence, presentations, meeting materials, and other administrative documents on behalf of the Associate Vice President and Strategic Business Services.
• Compile, analyze, and maintain operational, financial, and administrative data to support reporting, compliance, planning, and informed decision-making.
• Utilize and maintain data within applicable enterprise systems, including CSUBUY, CHRS, FTS, PeopleSoft, Data Warehouse, Transact, and CSULearn.

Requirements

• Completion of a high school program, technical/vocational program, or their equivalents.
• Three 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.

Skills

• Ability to communicate with constituents in a professional and respectful manner.
• Thorough knowledge of administrative methods, office management practices, and university policies and procedures.
• Excellent English grammar, business writing, and the ability to prepare professional correspondence, reports, and presentations.
• Advanced proficiency with Microsoft Office Suite and the ability to effectively utilize enterprise systems.
• Ability to independently interpret policies and procedures, analyze operational, financial, and budget information, and recommend process improvements.
• Ability to manage multiple priorities, coordinate complex projects, executive schedules, and administrative operations while meeting competing deadlines.
• Ability to provide lead work direction and training to student assistants and coordinate workflow.
• Excellent interpersonal, customer service, oral, and written communication skills, with the ability to build collaborative relationships and effectively handle sensitive and confidential matters.
• Strong organizational, analytical, and problem-solving skills, with the ability to exercise sound judgment and discretion.
• 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.

Preferred Qualifications

• Bachelor’s Degree.
• Higher education experience.
• Experience using PeopleSoft, Jaggaer, and Concur.
• Customer service experience in a fast-paced setting.

Pay

Anticipated hiring range: $4,727/month - $4,918/month (Step 5 – Step 7). CSU Salary Range: $4,367/month - $6,362/month (Step 1 – Step 20).

Benefits

San José 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 Employee Benefits Summary.