"Administrative Support Coordinator"

Job Summary

Reporting to the Director of Resources & Operations and receiving work lead direction from the Department Chair, the Administrative Support Coordinator provides administrative support to the department in the Lucas College of Business (LCoB).

Key Responsibilities

• Process all Student Assistant, Course Student Assistant, and Instructional Student Assistant, hiring, onboarding and tracking for Accounting & Finance Department. If needed, also appoint any Graduate Assistants upon direction from the LCoB Resource Team.
• Coordinate all aspects of faculty office moves including packing and arrange for move of supplies & furniture, telephones, computers. Coordinate the setup for new tenure track faculty offices based on the direction from the Director of Resources & Operations. Ensure faculty have teaching supplies, keys and keycard access to buildings/office/classrooms, and general office-setup.
• Responsible for opening and closing department office during regular office hours. Act as a front-line receptionist, answer phones, respond to inquiries about department programs, policies and procedures, run errands, distribute mail and make photocopies.
• Research, troubleshoot, resolve and disseminate moderately complex academic-related problems for students and faculty.
• Pickup for student assistants, master payroll, and miscellaneous paychecks.
• Approve monthly student payable time.
• Temporary Duties: support to the other LCoB Undergraduate departments for Department Coordinator administrative & procurement tasks, as assigned by the Director of Resources & Operations.
• Responsible for following the SJSU travel guide and using Financial Transaction Services (FTS) to enter requests for authorization for travel & travel reimbursements. Assist faculty in making travel arrangements, assign account numbers, track sources of funds, and monitor travel expenditures.
• Prepare and process purchase requisitions, direct pay and employee personal reimbursement claims. Reconcile Procurement Card and GoCard account statement entering appropriate chart field per expense on a monthly basis. Manage the TRIA/VPAT process for IT software requests. Interact with purchasing and accounts payable when needed to complete all requests.
• Maintain department faculty grants. LCoB Travel Research & Development (TR&D) allocations in addition to any external grants. Must understand the guidelines and fund expiration for each type. Input and track expenditures.
• Reconcile all expenses using CFS Data Warehouse.
• Responsible for coordination and preparation of expenses with department Tower Foundation and Research Foundation accounts. Work with LCoB Resource Team analyst for processes.

Knowledge, Skills & Abilities

• Demonstrates ability to provide high level customer service to students, faculty and staff.
• Strong written and oral communication skills.
• Demonstrated ability to work cooperatively and professionally with others.
• Demonstrates ability to establish and maintain effective working relationships within and outside the work group.
• Working knowledge of CFS to extract information and understand interactions between various funds and accounts.
• Proficient in PC compatible software programs such PeopleSoft, MS Office and Excel.
• Proficient in SJSU applications: (e.g. Financial Transaction Services (FTS), Common Finance System (CFS)/Data Warehouse, MySJSU, SJSU@Work, CHRS, possibly eFaculty and other current software applications).
• Ability to perform accurately in a detail-oriented environment.

Required Qualifications

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

Preferred Qualifications

• Demonstrated experience providing customer service.
• At least two years demonstrated experience handling multiple work priorities.
• Experience with DocuSign, Word and Excel.
• Experience with student appointments.
• Experience with SJSU systems FTS, CFS, CFS Data Warehouse, PeopleSoft, CSUBuy and CHRS.
• Experience preparing travel reimbursements, purchase requisitions, and reconciling financial transactions.

Compensation

Classification: Administrative Support Coordinator II
Anticipated Hiring Range: $4,617/month - $4,850/month
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: September 26, 2025 through October 12, 2025. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.