Administrative Support Coordinator - SOM
Location : San José
Categories : Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time
Reporting to the Interim Director of Resources and Operations and receiving work lead direction from the School Director, the Administrative Support Coordinator - SOM provides administrative support to the School of Management (SOM) in the Lucas College of Business (LCoB).
Process all Student Assistant, Course Student Assistant, and Instructional Student Assistant, hiring, onboarding and tracking for School of Management.
If needed, appoint any Graduate and Teaching Assistants upon direction from the LCoB Resource Team
Coordinate all aspects of faculty office moves including packing and arrange for move of supplies and furniture, telephones, computers.
Coordinate the setup for new tenure track faculty offices based on the direction from the Interim Director of Resources and Operations.
Ensure faculty have teaching supplies, keys and keycard access to buildings / office / classrooms, and general office-setup
Submit and manage all facility related requests for the Department. Log in the LCoB tracking sheet
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
Responsible for processing student grade changes
Assist School Director and Analyst with faculty recruitment process
Maintain office equipment and order general supplies. Process equipment and service requests
Pickup for student assistants, master payroll, and miscellaneous paychecks
Approve monthly student payable time
Act as a part of the Emergency Drill / Evacuation team for the Business Tower (BT)
Temporary Duties : support to the other LCoB Undergraduate departments for Department Coordinator administrative and procurement tasks, as assigned by the Interim Director of Resources and Operations
Responsible for following the SJSU travel guide and using Financial Transaction Services (FTS) to enter requests for authorization for travel and 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 and 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
Ability to understand problems from a broader perspective and anticipate the impact of office. administration problems and solutions on other areas
Demonstrated ability to provide high level customer service to students, faculty and staff
Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations
Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist
Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
Strong written and oral communication skills
Ability to handle multiple work priorities, organize and plan projects
Demonstrated ability to work cooperatively and professionally with others
Demonstrated 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
Ability to perform accurately in a detail-oriented environment
Completion of a high school program, technical / vocational program, or their equivalents
Three years of related office work experience
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
Classification : Administrative Support Coordinator II
Anticipated Hiring Range : $4,300 / month - $4,400 / 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 .