Lead Administrative Support Coordinator (514414)
The California State University
San Jose
hace 2 días

Description : Job Summary

Job Summary

Reporting to the Assistant Bursar, the Lead Administrative Support Coordinator is responsible for the dissemination of account information to current and former students, employees, vendors, and external agencies.

Working independently under general supervision, the Lead Coordinator provides work lead direction and training for front-end staff and student assistants.

Assists students who contact the Bursar’s Office regarding their account in person, via phone, live chat, and email. Prepares Payroll records for all Student Assistants.

Assists with the department’s requisition requests and submitting invoices in a timely manner for payment. Arranges department travel requests, oversees the department supplies and inventory, and reconciles P-Card and Go Card invoices.

Provides support to the office by scheduling meetings, and other tasks assigned. Will also support student media initiatives, i.

e. social media, e-mail messages, Bursar’s website and external communications / publications. Manages the in person and remote appointment system Qless, the Live Chat system Comm100, and the Jabber phone system.

Key Responsibilities

  • Provides excellent customer service by responding to inquiries regarding student accounts utilizing various platforms, including PeopleSoft, Transact and CFS
  • Communicates with students, employees, and external agencies and provide information on student account activity via phone, email, chat Comm100, and in person via QLess appointment system
  • As a representative of the university, consistently portrays a positive and professional image
  • Communicates Bursar’s Office policies and procedures to students in a clear and concise manner
  • Educates students how to better utilize the system to ensure deadlines are met and classes are secure
  • Oversees Bursar’s Office QLess in person queuing system, direct phone line, and email box to ensure a high level of customer service
  • Trains new staff and student assistants on the Bursar’s Office policies and procedures
  • Directly supervises the work of the Administrative Support Coordinator
  • Provides support to Management with communications, calendars, committee memos and minutes, special projects and reports
  • Knowledge, Skills & Abilities

  • Expertise in using office software packages, technology, and systems
  • Ability to handle multiple work priorities and complete assignments in a fast-paced office with constant deadlines
  • Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions
  • Ability to supervise and provide work lead direction to staff
  • Excellent customer service and public relations skills
  • Ability to perform accurately in a detail-oriented environment
  • Ability to quickly learn and maintain an expert understanding of functionality in PeopleSoft SIS, Transact and Common Finance System (CFS), and Financial Transaction Services (FTS)
  • Required Qualifications

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

  • Bachelor’s Degree
  • Customer service experience
  • Experience using PeopleSoft, Transact, and web page application software
  • Compensation

    Classification : Administrative Support Coordinator II

    Anticipated Hiring Range : $3,813 / 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 .

    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 : May 16, 2022 through May 31, 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 immunized against COVID-19 or declare a medical or religious exemption from doing so.

    Any candidates advanced in a currently open search process should be prepared to comply with this requirement as a condition of employment.

    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.

    SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)

    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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