Academic Office Coordinator - (Administrative Analyst/Specialist Exempt I) - Department of Special Education, Graduate College of Education

  • San Francisco State University
  • San Francisco, CA, USA
  • Nov 22, 2022
Full time Assistant, Secretary & Executive Assistant Business/Financial Affairs/Financial Aid Other Academic Administration & Affairs Other Administrative Positions

Job Description


Academic Office Coordinator - (Administrative Analyst/Specialist Exempt I) - Department of Special Education, Graduate College of Education

Job No: 521345
Work Type: Staff
Location: San Francisco
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)

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.


Department of Special Education

Appointment Type

This is a one-year probationary position.

Time Base

1.0 FTE

Work Schedule

Monday through Friday; from 8:00am to 5:00pm

Anticipated Hiring Range

$4,926 to $5,473 per month ($59,112 to $65,676 annually)

Salary is commensurate with experience.

Position Summary

Independently and in collaboration with the Department of Special Education Chairperson, this position provides continuous analysis, evaluation, and implementation of the departmental policies and practices across all academic programs. Duties include: coordinating and monitoring office support staff; developing, coordinating, and initiating operational procedures; evaluating and analyzing data to make informed recommendations and decisions regarding fiscal administration of funds, administrative and operational practices for faculty and staff; and initiating and maintaining documentation for a wide range of inventories, budgets, and academic planning, and administrative developments. This position handles various special projects and grant project awards, including trust funds, federal research funds, UCorp Funds, personnel preparation projects, intern programs, student conferences, creativity awards, etc., each with a separate budget account.

Position Information

Departmental Fiscal and Budget Management:

  • Compile presentations, spreadsheets, and charts to facilitate departmental instructional and operational allocations and present at department/college level meetings.
  • Download and maintain audit records of monthly CFS data warehouse reports of allocation and expenditures across funds identified for use in the Department, including SFCMP, UCORP, scholarships, and endowments (e.g., SF Foundation).
  • Prepare, process, and reconcile all fiscal transactions, including but not limited to travel, supplies & service, honoraria, equipment, and misc. expenses of all funds within the Department, including but not limited to general funds and trusts (IDC, faculty program trusts, and UCORP funding).
  • Keep track of the instructional budget for the Department, such as Faculty reimbursement release time, grant reimbursement, and other faculty buy-outs.
  • Assist and monitor IDC allocation to special education department and individual Project Directors (e.g., faculty members)
  • Initiate and coordinate procurement on behalf of staff and faculty, within the guidelines for P-Card, procurement, and travel.
  • Monitor accounts and make recommendations to the Department Chair regarding the operational and instructional allocation related to student enrollment, schedule building decisions, and faculty teaching appointments.
  • Learn and seek thorough knowledge of all College and SFSU fiscal policies, procedures, and regulations; inform and train faculty to comply with new policies and procedures by attending College, SFSU trainings and workshops and reviewing the College, SFSU, and CSU policy regularly.
  • Prepare/assist faculty in travel requests and reimbursement documents, including but not limited to travel reimbursement (including supervision mileage), hospitality reimbursement, other state business reimbursement, etc.
  • Monitor and maintain a record for all research related expenditures and assist the GCOE for annual NSF reporting. Troubleshoot CS scheduling problems, and resolve issues related to classrooms, hires, or budget.
  • Audit all fiscal and financial documents before obtaining Department Chair's approval.
  • Serve as the fiscal and budget contact person for the Department.

Hiring/Personnel Administration:

  • Prepare and submit department personnel transactions and documents via the enterprise resource planning (ERP) system/ Pageup throughout the year, including but not limited to part-time faculty (Fall, Spring, and Summer), independent contractors, special consultants, teaching assistants, graduate assistants, students, and additional employment payments using appropriate position numbers and funding.
  • Coordinate hiring paperwork and/ or background checks for all new hires, including but not limited to part-time faculty, independent contractors, special consultants, teaching assistants, student assistants, graduate assistants, etc.
  • Inform part-time faculty of evaluation procedures every semester; collect and maintain the record of the part-time faculty evaluations (e.g., SETE, peer observations, Qualtrix survey).
  • Collaborate with Department chair for part-time faculty entitlements and order of hiring per CBA policies for fall and spring semesters.
  • Prepare, submit and reconcile the Department Academic Planning Database (APDB) report.
  • Audit the Faculty Assignment Distribution report, and submit Assigned Time, non-teaching workload report in accordance with HR policy/procedures and in compliance with CFA bargaining agreement to ensure compliance with applicable University HR and ORSP guidelines and directives.
  • Assist the Department Chair in developing the department processes and procedures to adhere to College and university HR policies.
  • Audit, obtain approval, submit student employee's vouchers, and keep track of student assistant and work-study budget allocation.
  • Hire, train, and lead the student employees.

Scheduling/Enrollment Management:

  • Collaborate with Chair to review and develop the academic schedule, and assign classroom spaces accordingly; upload course schedule to CS.
  • Troubleshoot CS scheduling problems, and resolve issues related to classrooms, hires, or budget.
  • Analyze historical enrollment and planning data to calibrate scheduling, faculty appointments, and budget; make recommendations to the Department Chair.
  • Manage enrollment issues, permission numbers, classroom relocation, and class cancellation; make recommendations to the Department Chair.
  • Research course and program offerings of other academic departments that influence courses in the Department; identify problem areas for the course and program capacity; and make recommendations or take corrective action.
  • Coordinate CTC accreditation and program review efforts: compile data to support accreditation reports, coordinate accreditation team visits, contact/follow up with accreditation agency.
  • Assess additional curriculum class scheduling from faculty workloads and provide additional scheduling and hiring for fall, spring, and summer semesters.
  • Coordinate with program coordinators/Chair for fieldwork and student teaching supervision and implement data with instructional costs; provide framework to track enrollment updates.
  • Implement operational and management improvements within the Department related to fiscal, academic, and operational practices, such as schedule and workload building, program evaluation, curricular changes, admissions, technical assistance, workload processing, and schedule building.
  • Generate curriculum updates and SFSU bulletin changes.
  • Develop and provide a framework to request and collect faculty workloads and coordinate for instructional budget, release time, assigned time, and fieldwork and supervision assignments.

Faculty Support:

  • Download, organize and maintain faculty teaching effectiveness evaluation data (SETE), update faculty teaching evaluation summaries each year, and provide histories to the Peer-Review and RTP committees.
  • Secure and maintain RTP records for faculty members and the RTP committee, and provide timelines and faculty status updates.
  • Generate faculty employment forms for new and continuing part-time faculty.
  • Prepare faculty appointments for ETRAC and provide orientation about SFSU/GCOE/Department procedures with new instructors.
  • Order and maintain inventory of keys issued to department faculty and staff.
  • Organize and secure new tenure track faculty search records, including applicant records, budget expenditures, arrangement for interviews, interview screening forms.
  • Secure and record the faculty search documents from search committees, related to recruitment, applicant lists, interviews, rating results, and recommendations.
  • Inform and monitor compliance among faculty members for defensive driver training, and notify faculty of policies and procedures for certification renewal.
  • Process textbook orders and library reserve requests.
  • Provide faculty with annual balances of IDC and internal SFSU grants.

Office Management:

  • Manage the inventories for the use of department equipment, and participate in the annual physical inventory audit.
  • Manage day-to-day office operations, including but not limited to mail distribution, the department material assets and equipment, instructional support, administrative support, and student communication.
  • Maintain and oversee the department filing system in compliance with the CSU record retention and confidential data policy.
  • Coordinate with Building Manager for classroom and office renovation and relocation; submit facilities and telephone service requests to Building Manager.
  • Oversee the schedule and monitor the utilization rate and manage the access control of the department-controlled classrooms, offices, and other specialty spaces.
  • Host and organize meetings and training sessions for the Department.

Other duties as assigned.

Minimum Qualifications

Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

  • BA/BS in business, accounting, finance or related field, or an equivalent combination of education and experience; years of progressively responsible accounting and/or of professional-level financial expertise in an academic environment.
  • Advance knowledge of university accounting and administrative policies and procedures; demonstrated skills in fiscal analysis and control; excellent analytical skills; anticipate problems, develop alternative solutions, make recommendations and implement changes.
  • Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies. Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions.
  • Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form.
  • Expertise in investigating and analyzing problems with a broad administrative impact and implications. Ability to anticipate issues and address them proactively.
  • Strong technology, software, and hardware skills including the use of Microsoft Office, Adobe, etc.
  • Advance in Web-based systems such as CFS, and other campus systems.
  • Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.
  • Ability to organize, perform, prioritize a variety of tasks.
  • Independent problem solving including use of precedents to solve a wide range of administratve problems related to dayto- day work unit and department operations.
  • Ability to train others on new skills and procedures and provide lead work direction.
  • Ability to learn, independently interpret and apply a variety of complex organizational policies and procedures. Ability to independently identify appropriate applications of a wide variety of complex written policies and procedures and identify deviations from applicable policies and procedures.

Preferred and Required Qualifications

Preferred Qualifications

Master in business administration, accounting, finance, or related field with at least five years of fiscal and budget experience in an academic institution.

Extensive experience with Higher Education accounting, internal controls and related rules and regulations including understanding, and interpretation of those laws.


Incumbent has their own work area and must be able to work effectively with a variety of individuals and function in a high visibility area, occasionally under pressure. Must be able to competently interact with a culturally and ethnically diverse population of students, faculty and staff.

Application Details

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 (For CSUEU Positions Only)

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

Additional Information


Thank you for your interest in employment with California State University (CSU). CSU is a state entity whose business operations reside within the State of California. Because of this, CSU prohibits hiring employees to perform CSU-related work outside of California with very limited exception. While this position may be eligible for occasional telework, all work is expected to be performed in the state of California, and this position is assigned to on-campus operations.

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.

To apply, visit

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