"Administrative Support Coordinator (Part-Time)"

Job Summary

This is a part-time (0.5 FTE) benefited position. Reporting to the Director of Resources and Operations and receiving work direction from the Administrative Analyst, under general supervision, the Administrative Support Coordinator independently provides various administrative and support services to the Director, faculty, and students of the School of Planning, Policy, and Environmental Studies. This position has responsibility for the day-to-day operations of the school office and works collaboratively with the Analyst and Administrative Support Coordinator to support the School of Planning, Policy, and Environmental Studies.

The Coordinator is responsible for inputting course schedules, collaborating with the school analyst on preparing faculty appointments, and planning and coordinating department events. This position is also responsible for training student assistants; processing Instructional Student Assistant and Student Assistant Appointments; and reconciling the department Research Foundation accounts, operating expenses in the Operating Fund, and PACE/special session funds as well as other accounts/funds for the school and serves as backup to the Analyst. Handles faculty and student confidential information including managing changes of grade; distributing information to students, faculty and the general public; submitting and tracking facility and key requests; reviewing and processing travel and other reimbursement requests.

Key Responsibilities

• Assist analyst with entering transactions and reconciling operating fund expense budget to Common financial Systems (CFS) Data Warehouse reports
• Assist analyst with reconciling Research and Tower Foundation accounts to Foundation reports monthly
• Provide balance and expenditure information to the director as backup to the 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
• Prepare, process, and review procard and go cards purchases, purchase requisitions, travel authorizations and reimbursements, other reimbursements, and direct payments as needed
• Collaborate with analyst on budget related projects
• Responsible for training student assistants
• Responsible for processing ISA and Student Assistant appointments
• Assure student time is submitted by University Personnel deadlines so that students are paid in a timely manner
• Assist faculty and school director with grade changes, clearing incompletes, and other similar tasks
• Assist in issuing permission codes as needed for designated School program codes
• Support faculty and students with travel processes and procedures
• Assist director and analyst with faculty recruitment, temporary faculty evaluations and RTP tasks as needed
• Independently perform the day-to-day tasks for the operation of the school offices
• School event planning and coordination
• Assist director and analyst with entering class schedule information into the system, and with quality control of course scheduling
• Manage and maintain confidential records for faculty appointments, recruitments, evaluations, RTP, student data and departmental election records

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
• Ability to communicate with constituents in a professional and respectful manner
• Thorough knowledge of SJSU financial processes – procurements, accounts payable, and accounting services
• 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 perform accurately in a detail-oriented environment
• 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 maintain confidentiality and appropriately handle sensitive communications with employees and the external agencies
• 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 combined; 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 School of Planning, Policy, and Environmental 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

Compensation

Classification: Administrative Support Coordinator II; Anticipated Hiring Range: $2,362.50/month - $2,480.50/month (Part-Time); CSU Salary Range: $4,058/month - $6,653/month

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents: Resume; Letter of Interest; All applicants must apply within the specified application period: August 22, 2025 through September 5, 2025. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Work Schedule

Monday - Friday, 1:00 p.m. to 5:00 p.m.