Passport Coordinator - The California State University : Job Details

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Job Summary

Working under general supervision, the Passport Office Coordinator reports to the Vice Provost for Academic Innovation & Institutional Effectiveness (AIIE) with work lead from the Projects and Program Analyst. The role involves the daily administration and coordination of the SJSU Passport Acceptance Facility, ensuring compliance with U.S. Department of State regulations, university policies, and best practices for passport processing. Responsibilities include managing passport application intake, maintaining records, assisting with financial transactions, supporting customer service, marketing, outreach, process improvement, and financial reconciliation. The Coordinator also provides leadership in training, scheduling, and supervising student assistants to ensure high-quality customer service and a professional environment.

Key Responsibilities

• Oversees student assistants, including hiring, training, scheduling, and performance monitoring.
• Ensures workflow efficiency, proper scheduling, and policy adherence.
• Recommends operational improvements to enhance customer experience.
• Manages the SJSU Passport Office website content to align with U.S. Department of State guidelines.
• Collaborates with IT and administrative teams to update technology solutions, such as online appointment scheduling and digital records.
• Supports hiring, onboarding, and training of student employees, ensuring compliance with federal policies and standards.
• Coordinates workflow, schedules, and monitors performance of student staff.

Knowledge, Skills & Abilities

• High accuracy in processing passport applications and handling sensitive information.
• Excellent communication skills for professional interactions with applicants and stakeholders.
• Proficiency with Microsoft Office, Google Suite, financial tracking, and online scheduling tools.
• Experience in training and supervising student assistants, ensuring compliance with regulations.
• Ability to manage workflow, prioritize tasks, and handle multiple responsibilities effectively.
• Maintain confidentiality of passport applications and financial data.
• Ability to interact professionally with diverse populations and provide equitable service.
• Skill in de-escalating difficult customer situations.

Minimum Qualifications

• High school diploma, technical/vocational training, or equivalent.
• At least three years of related office experience.
• U.S. citizenship (required to become a passport acceptance agent).

Preferred Qualifications

• Bachelor's degree.
• Experience in a university setting familiar with university policies and infrastructure.
• Ability to interpret and apply policies independently.
• Experience with government regulations, operational problem-solving, and policy explanation.
• Excellent organizational and interpersonal skills.
• Proficiency in a second language is highly preferred.

Compensation

Classification: Administrative Support Coordinator II

Hiring Range: $4,792 - $5,179/month

CSU Salary Range: $4,058 - $6,653/month

Benefits include a comprehensive package worth 30-35% of salary. More info at the Employee Benefits Summary.

Application Procedure

Apply via the SJSU Online Employment Application, attaching:

• Resume
• Letter of Interest

Application deadline: June 8, 2025. Applications after this date may be considered at the discretion of the university.

Contact Information

University Personnel

[email protected]

408-###-####

Additional Information

Background checks, vaccination policies, and compliance details are provided in the full description. SJSU is an equal opportunity employer and complies with all applicable laws and policies.

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