Department Coordinator (516423)
The California State University
San Jose
hace 1 día

Description : Job Summary

Job Summary

The mission of the Department of Counselor Education is to prepare guidance and counselor candidates.

Reporting to the Director of Resources and Operations and receiving daily direction from the Department chair, the Department Coordinator is responsible for the day-to-day operations and activities of the department.

This incumbent works with general supervision to provide various moderately complex administrative support to the Department Chair, faculty, and students of the Counselor Education Department.

  • The Department Coordinator is responsible for the processing of appointments for temporary faculty; administrative tasks associated with faculty recruitment, retention, tenure, and promotion;
  • managing and tracking the department budget; tasks associated with Academic Scheduling; tracking enrollment; hiring, training, and supervising student assistants;
  • planning department events; handling confidential information for faculty and students; and distributing information to students, faculty, and the general public.

    Key Responsibilities

  • Manage department budgets with the following systems : Data Warehouse, Tower, Research, FTS, CFS, LCD reports
  • Create requisitions and submit to contracts and purchasing
  • Maintain and reconcile all department accounts and budget data
  • Provide monthly budget summaries to department chair
  • Manage student database using Filemaker Pro for record tracking purposes as well as for required reporting such as accreditation purposes
  • Complete required student reports such as SICC, Title II and Credential Batch
  • Oversee the allocation and administration of department facilities and resources, including office space, telephones, supplies, computers, and equipment
  • Hire, supervise, and distribute work for student assistants / work-study students
  • Responsible for all aspects for faculty recruitment and reappointments including visiting scholars and volunteers hiring and rehiring processes, collection of required documents, CHRS and other recruitment systems
  • Responsible for processing all travel arrangements and scheduled meetings / meals for faculty recruitments
  • Manage all aspects of assigning rooms; continually track enrollment and enrollment trends, teaching assignments, and faculty workloads
  • Knowledge, Skills & Abilities

  • Thorough knowledge of methods, procedures, and practices; English grammar, business writing, punctuation and spelling
  • Expertise in using office software packages (word processing, spreadsheet, database management), technology, and systems
  • Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies
  • Ability to analyze and report on trends (financial and operational) represented in historical data
  • Strong oral communication skills. Must possess excellent customer service and public relations skills
  • Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas
  • Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference
  • Required Qualifications

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

  • Experience with budget management
  • Experience with database management
  • Experience in providing exceptional customer service
  • Administrative experience working in an office with complex tasks in a diverse setting
  • Excellent written communication skills
  • Technical experience with Microsoft Office (Word, Excel), PeopleSoft, CMS / FST, CFS, Data Warehouse and email programs such as Gmail and Google Docs
  • Experience organizing department meetings and events
  • Compensation

    Classification : Administrative Support Coordinator II

    Anticipated Hiring Range : $4,100 / month - $4,400 / month

    CSU Salary Range : $3,153 / month - $5,169 / month

    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 .

    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 : July 8, 2022 through July 24, 2022 . This position is open until filled;
  • however, applications received after screening has begun will be considered at the discretion of the university.

    University Personnel

    CSU Vaccination Policy

    The CSU requires faculty, staff, and students who are accessing campus facilities to be fully vaccinated against the COVID-19 virus (including all booster doses of an approved vaccine for which an individual is eligible per current CDC recommendations) or declare a medical or religious exemption from doing so.

    As a condition of employment, any candidates advanced in a currently open search process should be prepared to comply with this requirement as well as with other safety measures established on the campus.

    The system wide policy can be found at and questions may be sent to .

    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.


    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.

    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 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 or by email at .

    Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at .

    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 or by email at .

    Equal Employment Statement

    San José State University (SJSU) is an Equal Opportunity / Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws.

    This policy applies to all SJSU students, faculty and staff 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).

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