Administrative Support Coordinator
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, the Administrative Support Coordinator provides moderately complex office and clerical support for the Dean's Office.
The Administrative Support Coordinator will receive work lead direction from the College Administrative Analyst. Working independently under general supervision, this position assists the Dean, Associate Deans, Director of Resources and Operations, Administrative Analysts, students, faculty, and staff in the College of Social Sciences.
Key Responsibilities
Act as front-line receptionist, answer phones, greet faculty, staff, students and visitors
Manages the College's online presence, including blog and social media sites; coordinates with department faculty and staff to share news online with the community
Design outreach materials such as flyers, certificates, programs and other forms of communication or publicity and makes available through College website and to other campus offices.
Assist with the planning and coordination of all College Special events, meetings, and receptions including the Dean’s Faculty Colloquium, Dean’s Student Symposium, and Welcome Back etc.
Responsible for keeping the work areas including storage room and kitchen clean and stocked with supplies
Responsible for keeping the office equipment (shredders / printers) and appliances working and the shred bin emptied.
Process equipment and service requests (IT, FD&O, etc.) for the Dean's Office
Responsible for maintaining College Emeritus list
Create folders and maintain files in college share drives
Maintains the college’s staff directory, shared calendars, listservs, emergency contact lists, and evacuation lists
Serves as primary contact to negotiate and manage the needs of internal and external individuals and groups requesting time with the Associate Deans
Assist with processing of Temporary Faculty Appointments from the 12 College departments
Act as the back-up scheduler for the College of Social Sciences
Responsible for purchases, reimbursements, and payments for the Dean's Office
Responsible for reconciliation of SJSU Pro Cards, Go Cards, and Tower Foundation Cards
Knowledge, Skills & Abilities
Thorough knowledge of PeopleSoft scheduling and student functions
Strong knowledge of software applications; word processing, spreadsheets, database management and Google G suite applications
Ability to perform accurately and professionally in a detail-oriented environment
Excellent customer service and public relations skills
Strong knowledge of methods, procedures and practices; English grammar, business writing, punctuation and spelling
Strong written and oral communication skills
Ability to draft, compose and appropriately format correspondence and standard reports
Ability to handle multiple work priorities, organize and plan work and projects
Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies
Required Qualifications
Completion of a high school program, technical / vocational program or their equivalent
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 those in the Dean’s Office of the College of Social Sciences
Excellent written communication skills
Experience working with Financial General Fund, Foundation and Trust Fund Accounts and processing of invoices / reimbursements / requisitions
Experience working with course scheduling, faculty appointments (temporary and permanent) and other Faculty Affairs / HR procedures
Technical experience with Microsoft Office (Word, Excel), PeopleSoft, CMS / FST, CFS, Data Warehouse and email programs such as Gmail and Google Docs
Compensation
Classification : Administrative Support Coordinator II
Anticipated Hiring Range : $4,031 / month - $4,150 / month
CSU Hiring Range : $3,440 / month - $5,639 / 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 Employee Benefits Summary .
