Academic Office Coordinator (Administrative Analyst/Specialist, Exempt I) - Physical Therapy (519808)

  • Cal State University (CSU) San Francisco
  • San Francisco, California
  • Oct 04, 2022
Full Time Administrative Analysis and Research Clerical and Administrative Support Public Health

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.


Physical Therapy 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 8:00am to 5:00pm

Work from home 2 days a week; On campus 3 days a week.

(subject to change based on operational needs)

Anticipated Hiring Range

$4,930 to $5,477 per month ($59,160 to $65,724 annually)

Salary is commensurate with experience.

Position Summary

Independently oversees the operation of the Physical Therapy department office and all of its related functions, operations, staff, budgeting, purchasing (including requisi0ons), and equipment. Provides support to Physical Therapy faculty and students with professional and timely administrative, clerical, and analytical tasks as needed. Hires, trains and supervises student assistant/s, their workload, and schedules. Responsible for interfacing with faculty and staff at the UCSF Department of Physical Therapy and Rehabilitation Sciences, as well as the SFSU Clinical Laboratory Sciences program to ensure proper completion of tasks and smooth implementation of department activities.

Coordinates department's operations and policies, insuring compliance of the college & university academic and administrative regulations and policies and procedures, handles faculty requests, responsible for course scheduling, assists with maintaining organization systems including department budgets, student databases, filing systems, work/project logs, student enrollment, etc. Plans or assists in planning and implementing special events for the department. Contributes to the department/ college/ university broader goals and serves as department representa0ve on projects/ tasks within and outside of the department.

Works with university, CHSS, CEL, ORSP, and UCSF Dept. of Physical Therapy and Rehabilitation Science.

The Physical Therapy program is a graduate program, offered jointly with UCSF. There are approximately 150 majors, with 5 full 0me faculty, over 30 part-0me lecturers or volunteer faculty appointments, and 1 student assistant. The AOC will be working with counterparts at UCSF. The program is a year-round program, often with semester start/ end dates that are different from the rest of the university, which may result in a slightly different workflow 0meline. The department is also associated with the Clinical Lab Sciences program, and may be called on to coordinate administrative activities with staff in that program. CLS is a post-baccalaureate program with up to 30 to 45 majors. Associated with the CLS program are 7 full or part-0me lecturers, technical lab staff, and a part-time AOC.

Position Information

Office Management. Examples include, but are not limited to:
  • Responsible for the structure, organization and daily operation of the Physical Therapy (PT) office.
  • Provide support to department chair, RTP chair and/or other committee chairs as needed, some matters of which will be
  • confidential in nature. Responsible for preparing and processing documents related to faculty, lecturer and student
  • personnel including hiring/ ETRAC transac0ons, retention and/or promotion for both PT and CLS throughout the year,
  • including volunteer or person of interest (POI) appointments in Physical Therapy (PT).
  • Responsible for completing, organizing, maintaining and/or backing up department records and databases, includingdepartment correspondence, staffing records, curricular materials, accreditation documents, pertinent reports, recruiting materials, etc.
  • May be asked to present in usable reports (ie word docs, spreadsheets, graphs, etc.) Oversee training and supervision of student assistant in departmental procedures/ assigned work/ schedules, as well as approve timekeeper review for work hours submitted/claimed.
  • Maintain computer applications to op0mize departmental administrative efficiency.
  • Maintain and update the PT website, and liaise with UCSF counterparts for up to date website information.
  • Leads the work direction of faculty with technical or administrative needs including equipment, classroom support or other needs including office furniture, keys, projectors, copier, printer, computers, etc.
  • Provide logistic support to faculty/volunteers, and/or new hires including parking permits, UIN#, email address, keys, library access, etc.

Budget and purchasing . Examples include, but are not limited to:
  • Leads the work direction of management of PT budgets and accounts, and in prepara0on of budget reports.
  • Leads the work direction of fund transfer process for DPT monies from UCSF to SFSU.
  • Responsible for purchasing/ requisi0on of supplies, repairs, and services in support of department. Collect/ process petty cash reimbursements for purchases, monitor and reconcile university P-card transactions monthly, and reconcile UCorp p-card report as card holder.
  • Review and track Authorization to Travel (RAT) through Concurs system, ensure that traveler’s claimed expenses are accurate, meet campus travel procedure/ policies and accompanied by appropriate documentation, and notify traveler if information not correct.
  • Monitor professional development funds for faculty, and research start-up funds for new faculty.

Scheduling and curriculum. Examples include, but are not limited to:
  • Work closely with the department chair and college staff in preparing and implementing class schedules for each semester/ term, preparing and reviewing reports as needed.
  • Responsible for following up on scheduling changes as needed.
  • Work with faculty on room assignments, classes, times and days.
  • Assist in the preparation of catalogue number updates and course proposal changes.
  • Responsible for preparing or assis0ng with faculty workload spreadsheet, FTES planning sheet, and Assigned Time report.

Student support. Examples include, but are not limited to:
  • Direct current and prospective students regarding DPT program and UCSF/SFSU policies, procedures and basic requirements.
  • Provide administrative support for advising program for the PT program which encompasses both SFSU and UCSF campuses along with interactions with student organizations, local community colleges, colleges/universities.
  • Coordinates admission of students at SFSU, including coordination of transcripts between SFSU and UCSF.
  • Provide information or assistance as needed to respond to requests from students Communication with the Registrar’s Office for initial registration for classes; communication with the Graduate Division Office, etc.

Minimum Qualifications

Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations.

Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty.

Working knowledge of operational and fiscal analysis and techniques.

Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.

Skill in the research, development and evaluation of policies and programs, including skill in the collection,
evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.

Expertise in investigating and analyzing problems with a broad administrative impact and implications. Ability
to anticipate problems and address them proactively.

Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form.

Ability to train others on new skills and procedures and provide lead work direction.

Preferred Qualifications

College degree preferred (baccalaureate level); Web experience, comfortable using iLearn, CANVAS or other learning management systems, Facebook, experienced event planner with record of initiative, follow through, and success, minimum of 3 years of training and supervising others, willingness to work non-standard hours as needed, excellent phone skills, excellent people skills, initiative/self-directed to identify a need and move to implement solution; excellent memory; ability to project future requirements within
department and good planning skills. Knowledge of travel policies and requisitions, purchasing, faculty workload reporting; Peoplesoft experience; experience with digital camera, fax, scanner, printers, both Mac
and PC computers.

Experience as office manager or administrative assistant in a complex setting with similar tasks; demonstrated skill in Microsoft Word, Excel and other MS office programs; and standard office equipment. Ability to navigate and use online systems such as: SIMS (student database), ETRAC (faculty appointments), OSB (online schedule building), e-mail, and FMS (purchasing), and/or willingness to learn. Exceptional organizational skills and practices. Ability to update department website, as needed, and/or willingness to learn. Follows policies and practices. Effective communicator across a variety of avenues. Proven ability to provide exceptional customer service skills based upon clear understanding how to serve the public and provide information as needed; flexibility and ability to manage multiple tasks simultaneously; ability to cope with constant interruptions while maintaining a professional attitude and customer service orientation. Ability to work independently and utilize sound judgment in carrying out duties. Ability to work with department chair, and faculty/staff at both SFSU and UCSF in a spirit of cooperation and collaboration; ability to respond to uncertainty/setbacks/ conflicts with positive attitude and action.


This position may require traveling across campus to engage with other departments, and traveling off campus for particular events and meetings.

Ability to work at a computer for extended periods of time. On rare occasions, may need to lift up to 25 pounds to receive supplies, move office equipment, boxes, materials, etc.

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: Open until filled

Job Address

San Francisco, California 94132 United States View Map