Job no: 555770

Work type: Staff

Location: San José

Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time

Job Summary

Reporting to the Director of Resources and Operations and receiving work direction from the Resource Analyst under general supervision, the Administrative Support Coordinator independently provides various administrative and support services to the Department Chair, Resource Analyst, faculty, and students of the Justice Studies Department. This position works with the Department Coordinator and shares responsibility for the day-to-day operations of the department offices. The Administrative Support Coordinator is responsible for inputting course schedules for stateside and special sessions, collaborating with the Resource Analyst on preparing faculty appointments, planning and monitoring faculty workload and maintaining spreadsheets, and planning and coordinating department events.

Under the guidance of the Resource Analyst, other responsibilities include training and supervision of student assistants; processing Instructional Student Assistant and Student Assistant Appointments; reconciling the department Research, Tower Foundation accounts and operating expenses in the Operating Fund and PACE/special session funds and serves as backup to the Resource Analyst. This position handles faculty and student confidential information including managing changes of grade; distributing information to students, faculty and the public; submitting and tracking facility work requests and key/access requests; reviewing and processing travel and other reimbursement requests. Works with the department coordinator to provide front desk coverage and office phone support.

Key Responsibilities

• Assist Resource Analyst in reconciling operating and special session fund expenses to Data Warehouse reports
• Provide expenditure information to the department chair and department analyst
• Reconcile Research and Tower Foundation accounts to Foundation reports monthly
• Provide balance and expenditure information to the Department Chair and Resource Analyst
• Reconcile operating fund and foundation Pro-cards and Go-cards monthly
• Prepare Operating Fund and Foundation travel authorizations and expense reimbursements for faculty and students
• Process and review purchase requisitions, travel authorizations and reimbursements, other reimbursements, and direct payments as needed
• Responsible for training student assistants
• Responsible for processing ISA and Student Assistant appointments
• Assure student time is submitted by UP deadlines so that students are paid in a timely manner
• Assist faculty and chair in grade changes, clearing incompletes, and other similar tasks
• Assist in issuing permission codes as needed for designated Justice Studies courses
• Support faculty and students with travel processes and procedures, verify travel requests
• Assist Chair, and Resource Analyst with faculty recruitment, temporary faculty evaluations and RTP as needed
• Independently perform the day-to-day tasks for the operation of the department offices.
• Assist with department event planning and coordination.
• Assist Resource Analyst with quality control of course scheduling.
• Manage and maintain confidential records for faculty appointments, recruitments, evaluations, RTP, student data and departmental election records.
• Assist Department Coordinator as needed with maintaining the department mailroom and email inbox.
• Assist Department Coordinator as needed with managing and maintaining office supplies and inventory.
• Submit and track IT service requests, facility work requests and key/access requests
• Respond to a wide range of in-person, telephone, and email inquiries from students, faculty, staff and the public
• Upload material to the web-based File Management System in Google Drive and maintain files
• Troubleshoot office equipment problems and arrange repairs
• Recommend initiatives and changes to improve quality of services
• Prepare and submit reports as requested by the DRO, Chair and Resource Analyst
• Support and update department website
• Creating graphics and flyers for department events
• Act as back-up to Resource Analyst as needed
• Responsible for Special Sessions/intercessions faculty appointments and course scheduling

Knowledge, Skills & Abilities

• Knowledge of software applications: Docusign, word processing, spreadsheets, G Suite (e.g., Gmail, Google drive), database management, Adobe Acrobat, and graphics design software (e.g., Illustrator, InDesign, or Photoshop)
• Knowledge of fund accounting practices and the ability to maintain multiple detailed spreadsheets
• Knowledge of PeopleSoft/CMS HR, Student Admin. FTS, CFS, Data Warehouse, SAMI, and Student Data Warehouse
• Thorough knowledge of SJSU financial processes – procurements, accounts payable, and accounting services
• Thorough knowledge of Research and Tower Foundation financial processes
• Ability to extract and analyze data and reports from all SJSU financial systems: FTS, CFS, CFS Data Warehouse
• Ability to handle multiple work priorities, and independently prioritize, organize and plan work and projects
• Ability to maximize productivity using appropriate tools
• Ability to ensure completeness, accuracy, and timeliness of all operational functions
• Ability to perform accurately in a detail-oriented environment
• Ability to work in an environment with interruptions
• Ability to work with faculty to obtain appropriate documents for appointments and evaluations
• Ability to learn and interpret data, policies and procedures, and apply that knowledge to departmental decision making
• Thorough knowledge of the curriculum change procedure and catalog due dates
• Thorough knowledge of the hiring process for student assistants
• Ability to determine the optimal use of student time based on the priorities of the office work
• Ability to train students to assure their understanding of work assignments
• Ability to work with campus organizations and outside vendors to plan, organize, and implement events
• Strong oral and written communications skills
• Excellent customer service and public relations skills
• Ability to communicate with constituents in a professional and respectful manner

Required Qualifications

• Completion of a high school program, technical/vocational program, or their equivalents
• Three years of related office work experience

Preferred Qualifications

• Bachelor’s Degree
• Administrative experience working in an office with complex and diverse tasks similar to the Department of Justice Studies in the College of Social Sciences
• Excellent written communication skills
• Excellent customer service and public relations skills
• Experience with SJSU policies and procedures specifically dealing with Procurement Services, FD&O, Admissions and Records, Tower/Research Foundation and processing of invoices/reimbursements/requisitions/and travel requests
• Experience with Microsoft Office Suite, PeopleSoft, CMS/FTS,CFS, G Suite (e.g., Gmail, Google Drive), graphics design software, Adobe Acrobat, DocuSign