Department Operations & Administrative Coordinator

San José State University; San Jose (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

San Jose State University’s Justice Studies Department seeks an Administrative Support Coordinator to provide diverse administrative and financial support. You will input course schedules, assist with faculty appointments, manage workload data, and help coordinate department events, while training student assistants and handling confidential information.

You will also reconcile funds, prepare travel and reimbursements, process requisitions, and support front desk and communications for faculty

Qualifications

• Completion of a high school program or its equivalent.
• Three years of related office work experience.
• Bachelor’s degree preferred.
• Excellent written communication skills.
• Experience with SJSU policies and procedures, including procurement, FD&O, admissions and records.

Responsibilities

• Assist Resource Analyst in reconciling operating and special session fund expenses to Data Warehouse reports.
• Provide expenditure information to the department chair and department analyst.
• Reconcile Research and Tower Foundation accounts to Foundation reports monthly.
• Provide balance and expenditure information to the Department Chair and Resource Analyst.
• Reconcile operating fund and foundation Pro-cards and Go-cards monthly.
• Prepare Operating Fund and Foundation travel authorizations and expense reimbursements for faculty and students.
• Process and review purchase requisitions, travel authorizations and reimbursements, other reimbursements, and direct payments as needed.
• Responsible for training student assistants.
• Responsible for processing ISA and Student Assistant appointments.
• Assist with faculty recruitment, temporary faculty evaluations and RTP as needed.
• Independently perform day-to-day tasks for department offices.
• Assist with department event planning and coordination.
• Manage confidential records for faculty appointments, recruitments, evaluations, RTP, student data and departmental election records.
• Submit and track IT service requests, facility work requests, and key/access requests.
• Respond to inquiries from students, faculty, staff and the public.
• Upload materials to Google Drive File Management System and maintain files.
• Troubleshoot office equipment problems and arrange repairs.
• Prepare and submit reports to the DRO, Chair and Resource Analyst.
• Support and update department website.

Education

High school diploma or equivalent

Bachelor’s Degree

Tools

Docusign

G Suite

PeopleSoft

CMS/FTS

CFS

Microsoft Office Suite

Job description

San Jose State University’s Justice Studies Department seeks an Administrative Support Coordinator to provide diverse administrative and financial support. You will input course schedules, assist with faculty appointments, manage workload data, and help coordinate department events, while training student assistants and handling confidential information.

You will also reconcile funds, prepare travel and reimbursements, process requisitions, and support front desk and communications for faculty