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.
- 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
- Completion of a high school program, technical/vocational program or their equivalent
- Three years of related office work experience
- 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
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.
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: June 8, 2022 through June 26, 2022. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.
CSU Vaccination Policy
The CSU requires faculty, staff, and students who are accessing campus facilities to be fully vaccinated against the COVID-19 virus (including all booster doses of an approved vaccine for which an individual is eligible per current CDC recommendations) or declare a medical or religious exemption from doing so. As a condition of employment, any candidates advanced in a currently open search process should be prepared to comply with this requirement as well as with other safety measures established on the campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to firstname.lastname@example.org.
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.
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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 https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. 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 408-924-1501 or by email at email@example.com.
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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).