Administrative Support Coordinator
San Jose State University
San José
hace 6 días

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 .

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