Academic Office Coordinator (Administrative Analyst/Specialist Non-Exempt) - School of Social Work (501526)

  • Cal State University (CSU) San Francisco
  • San Francisco, California
  • Sep 28, 2021
Full Time Administrative Analysis and Research Clerical and Administrative Support Human and Social Services

Job Description


Working Title

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 Social Work in the College of Health & Social Sciences

Appointment Type

This is a one-year probationary position.

Time Base

Full-Time (1.0)

Work Schedule

Monday through Friday; from 8:30am to 5:30pm

Anticipated Hiring Range

$4,583 to $4,875.00 per month ($54,996 to $58,500 annually)

Salary is commensurate with experience.

Position Summary

Under the general supervision of the Director of the School of Social Work, the incumbent is responsible for organizing and performing a variety of administrative and supervisory duties in support of the day-to-day operations and special programs of the School of Social Work. The AOC acts as primary contact who coordinates budgetary and fiscal matters and course scheduling, interprets academic and administrative regulations and policies, gathers data, and works with and on various School Committees to coordinate requests. The AOC manages the School office, coordinates academic and non-academic personnel matters; oversees the operations of the Admissions and Field components of the BASW and MSW programs; hires, trains, supervises and evaluates staff and student personnel; orients faculty and lecturers; maintains, and updates School and student policies and procedures; assists the SW Director and serves as liaison between the faculty and campus community; answers public inquiries; provides information and referral services to BASW and MSW students.

Position Information

Administration/Office Manager:
  • Manage the day-to day operations of the School.
  • Hire, train, supervise, and evaluate student assistants.
  • Manage the administrative tasks of hiring lecturers, graduate assistants, and other non-office personnel.
  • Meet with office assistants to evaluate and recommend procedures to meet the needs of the School and implement necessary changes that will streamline paperwork, improve office efficiency, and cost effectiveness.
  • Act as School/Faculty liaison to students, University administrative staff.
  • Support the Director in obtaining new grants, administering ongoing grants, and satisfying grant requirements in a variety of ways especially data analysis
  • Work with Director, BASW and MSW Coordinators and Admissions Committee on all aspects of the undergraduate and graduate admissions process, that includes compiling and preparing applicant files for faculty evaluation, process score sheets and maintain admissions score data reports, and lastly, see the admissions process through with informing applicants of admissions decisions, sending out acceptance and denial letters and organizing the new student orientation.
  • Attend all school of social work meetings and act as the Administrative staff for note keeping purposes. AKA take minutes.
  • Work with PPSC Coordinator with PPSC admissions admit applicants and prepare reports for the College of Extended Learning.
  • Assist with Mental Health Stipend and Integrated Behavioral Health Stipend program with support with processing documents and room requests.
  • Assist with field orientation and catering and assist with record keeping.
  • Coordinate and oversee scholarships in the school of social work that includes record keeping in Academic Works scholarship systems, process applications in scholarship on-line system, and notification of student awardees.
  • Assist the Director with Reaccreditation processes, including formatting final product of self-study, coordinating the delivery of required materials to CSWE, and data analysis as required.
  • Analyze data from MSW Culminating Experience assessments, and Program Assessments of both the BASW and MSW program in order to make informed decisions about improving the School of Social Work through various changes to environment, curriculum, schedule, etc.
  • Website management.
  • Manage and maintain the School budget accounts: Initiate budget transfers, monitor allocations, reimbursements, expenditures and balances; prepare estimate projections on resources needed for employing student assistants and work study students.
  • Make recommendations concerning the School's operations in cutting costs.
  • Prepare faculty workload reports.
  • Create spreadsheet to calculate faculty time base/WTUs.
  • Prepare Non-Teaching Workload -Assigned Time reports and calculate Weighted Teaching Units (WTUs).
  • Identify percentages of funding provided for faculty assignments hired through ORSP RRT and/or General Fund.
  • Oversee and process of financial requests of faculty, staff, and students in the school of social work.
  • Process travel authorization and reimbursements for School of Social Work personnel
Schedule and Curriculum:
  • OSB- In collaboration with the Director and administrative CHSS staff, work on the building of all class schedules throughout the academic year. Input the class schedule and make online changes through OSBonline.
  • Generate and submit class schedule changes to the CHSS Scheduling Coordinator.
  • Input schedule and make online changes in Campus Solutions system and run reports.
  • Bulletin updates
School's Registrars' Coordinator:
  • Act as School's Registrars' Coordinator; coordinate and maintain various petitions, e.g. Make-up of Incomplete, Grade Change, Withdrawals, and Waiver of College Regulations.
  • Maintain School records including schedule histories, course descriptions/ outlines.
  • Attend various School meetings at the request of the Director.
  • Provide recommendations and suggestions to enhance all operations of the school of social work.
  • Assist the HRT/P chair and committee in the recruitment process of tenure-track candidates; work out candidates' flight arrangements, lodging and colloquium venue logistics. Set up candidates' packets for the HRT Committee to review; generate and send acknowledgement letters.
  • Engage in work duties at the discretion of the Director.
  • At ALL Times Demonstrate behaviors that are in line with the User Friendly Principles (P530C) and Principles of Conduct for a Multi-Cultural University (P30D)
  • Demonstrate safe work practices for oneself, others and the office environment.

Minimum Qualifications
  • Working knowledge of general practices, program, and/or administrative specialty. Basic knowledge of and ability to apply fundamental concepts. Working knowledge of budget policies and procedures.
  • Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty.
  • Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
  • Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
  • Ability to organize and plan work and projects including handling multiple priorities.
  • Ability to make independent decisions and exercise sound judgment.
  • Ability to compile, write, and present reports related to program or administrative specialty.
  • Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit

Preferred Qualifications

A bachelor's degree and/or equivalent training and administrative work experience involving development, implementation, and/or evaluation of administrative policies, procedures, practices, or programs. Knowledge of University policies and procedures with ability to work independently and as a team player; make sound judgments in responding appropriately to conflicts/problems; maintain confidentiality; possess and utilize strong critical thinking skills. Must assess a calm and professional demeanor and a good sense humor. Able to work with a diverse group that includes but is not limited to students, faculty, and staff across SF State and the general public. Able to work and assist with the various social work coordinators.

Graduation from a four-year college/University or equivalent; two years of administrative experience ability to work independently, multi-task, organize, prioritize and meet deadlines; excellent interpersonal and communication skills; work in a fast-paced environment. Experience includes the knowledge of Microsoft Word, Excel, and Access. Ability to communicate effectively and possess excellent grammatical and punctuation skills; ability to compile, write and present reports related to the programs; ability to organize and plan work and projects, including handling multiple priorities; ability to learn, interpret and apply a wide variety of policies and procedures relating to and impacting the School of Social Work. Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the School of Social Work

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.

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: July 18, 2022

Job Address

San Francisco, California 94132 United States View Map