Reporting to the Director of Resources and Operations, taking work direction from the Department Analyst, the Administrative Support Coordinator provides administrative support to the Departments of Chicana Chicano Studies, History, and African American Studies. Working independently, under general supervision, the Coordinator performs moderate to complex administrative support duties for the department chair, administrative staff, students, and faculty.
- Acts as front-line receptionist, answers phones, greets faculty, staff, students and visitors
- Coordinates, composes, and proofs, mailings and other forms of communication and publicity
- Coordinates and is responsible for the production of department publications including layout, copy editing, and proofreading
- Coordinates and maintains departmental databases
- Assists with coordination of special events and receptions
- Processes key, equipment and service requests
- Assists department coordinator by entering data and proofreading materials
- Updates and maintains departmental website
- Prepares and maintains faculty office hour’s list; prepares and distributes textbook order forms; maintains syllabi files
- Coordinates and provides logistical support for activities such as department and university balloting procedures and distributing agendas and materials
- Responsible for processing faculty evaluations
- Assists with RTP processes
- Assists in coordinating faculty recruitment
- Assists with course scheduling
- Enters course data on Faculty Workload Spreadsheet
- Maintains departmental accounts, tracking expenditures, and account balances
- Maintains orders and distributes office supplies and classroom materials
Knowledge, Skills & Abilities
- Ability to update the department website using appropriate web software.
- Ability to work with campus organizations and outside vendors to plan, organize and implement events.
- Ability to draft, compose and appropriately format correspondence and standard reports.
- Thorough knowledge of software applications: word processing, spreadsheet, database management and website management.
- Ability to perform accurately in a detail-oriented environment.
- Ability to handle multiple work priorities, organize and plan work and projects.
- Strong oral and written communication skills.
- Excellent customer service and public relations skills.
- Ability to ensure completeness, accuracy and timeliness of all operational functions.
- Completion of a high school program, technical/vocational program, or their equivalents
- Two years of related office work experience or a combination of education and experience which demonstrates the ability to perform the essential functions of the position
- Some College
- Administrative experience working in an office with complex and diverse tasks similar to a Department in the College of Social Sciences
- Strong customer service skills
- Experience with Microsoft Office (Word, Excel), Databases, web development/management, and email programs such as Gmail
- Experience with purchasing and invoice processing
- Experience with processing attendance
- Experience with scheduling
- Excellent written communication skills
- Excellent organizational skills
Classification: Administrative Support Coordinator I
Anticipated Hiring Range: $3,280/month - $4,038/month
Salary Range: $3,064/month - $5,148/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.
Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:
- Letter of Interest
All applicants must apply within the specified application period: July 29, 2021 through August 15, 2021. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.
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.
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).