Workflow Coordinator
Apply now (https://secure.dc4.pageuppeople.com/apply/873/gateway/default.aspx?c=apply&lJobID=559720&lJobSourceTypeID=837&sLanguage=en-us) Job no: 559720
Work type: Staff
Location: San José
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Probationary, Full Time, Trades, On-site (work in-person at business location)
Job Summary
The Workflow Coordinator is responsible for coordinating the day-to-day workflow to ensure that all deliveries and pickups are handled in a timely, accurate, secure and efficient manner for San José State University. The Workflow Coordinator is a working lead and is responsible for leading, guiding and training the staff and student team members under the general supervision of the Distribution Services Manager.
Key Responsibilities
- Coordinate the daily in/outbound workflow for the campus, forklift and off-campus delivery routes
- Schedule route coverage by maintaining students’ and staff schedules
- Organize the incoming packages and freight shipments to maximize delivery efficiency and accuracy
- Act as the department contact for the carriers regarding scheduling needs
- Receive, inspect and systematically document incoming parcels and freight
- Note, document and advise any discrepancies or damaged inbound items
- Ensure that all outbound mailings and shipments are staged, scanned and ready
- Assist drivers in loading and unloading
- Maintain the tracking system database data – make corrections, add/remove users, locations
- Work with the vendor and IT to install updates to the associated scanners and computers
- Provide simple reports regarding carrier-related issues – ex. arrival times, inbound volume
- Lead subordinate employees in the performance of various warehouse processes
- Train staff and students on delivery routes, proper package handling and tracking system processes
- Assign support staff in direct response to absent and/or late employees or delayed carriers
Knowledge, Skills & Abilities
- Establish and maintain working relationships with carriers, campus customers and vendors
- Monitor and maintain the warehouse shipping supplies usage and distribution
- Ability to coordinate workflow, manage multiple priorities, and meet critical deadlines
- Proficiency in current word processing, spreadsheet, and relevant software applications
- Skilled in managing projects, timelines, and collaborative work across units
- Ability to take initiative and independently plan, organize, and coordinate work in an environment with multiple competing demands
- Ability to work effectively and collaboratively with individuals at all levels of the organization
- Ability to provide lead direction and training while fostering a collaborative team environment
- 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
Required Qualifications
- Two years of experience in a storeroom or warehouse in the performance of work involving the receipt, storage, and issuance of a variety of supplies, material, and equipment.
License
A valid driver's license is required for this position. Out of state candidates selected for the position must obtain a State of California driver's license within 10 days of hire in accordance with the California Department of Motor Vehicles regulations.
Once hired the employee must successfully complete the Defensive Driver Training Program provided by the State of California for California State University campuses.
Preferred Qualifications
- High School Diploma
- Three to five years leading 5-15 employees
- Three to five years of distribution, mail room, or warehouse experience
- Experience with general warehousing procedures
- Experience with domestic and international carrier processes (DHL, FedEx, UPS, USPS, etc.)
- One to two years of experience driving sit-down/stand-up forklifts
- Experience with MS Excel, Word, and Access
- Excellent written communication skills
Compensation
Classification: Shipping and Receiving Assistant I
Anticipated Hiring Range: $4,242/month - $4,413/month (Step 11 – Step 13)
CSU Salary Range: $3,480/month - $5,069/month (Step 1 – Step 20)
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 (https://www.calstate.edu/csu-system/careers/benefits) .
Application Procedure
Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:
All applicants must apply within the specified application period: July 7, 2026 through July 23, 2026. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.
Contact Information
People and Culture
jobs@sjsu.edu
CSU Vaccination Policy
The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu.
Additional Information
Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.
The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.
SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)
All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.
Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.
Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification:
Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at clerycompliance@sjsu.edu.
Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf. The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at uhs-frontdesk@sjsu.edu.
Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.
Equal Employment Statement
San José State University is an equal opportunity employer. The university prohibits discrimination based on age, ancestry, caste, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, marital status, medical condition, military status, nationality, race, religion, religious creed, sex, sexual orientation, sex stereotype, and veteran status. This policy applies to all San José State University students, faculty, and staff, as well as university programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus). Reasonable accommodation is made for applicants with disabilities who self-disclose. San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
Advertised: July 07, 2026 (9:00 AM) Pacific Daylight Time
Applications close:
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