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NOTE: 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 systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu.

Administrative Support Coordinator

Apply now Job no: 523487
Work type: Staff
Location: San José
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time

 

Job Summary

Reporting to the Assistant Bursar, the Administrative Support Coordinator is responsible for the dissemination of account information to current and former students, employees, parents, vendors, and external agencies efficiently, courteously, and with exceptional customer service in the Bursar’s Office. Working independently under direct supervision, the coordinator assists students who contact the Bursar’s Office regarding their account in person, via phone, Live Chat, and email. Makes payments for travel, department inventory needs, and monthly contracts using university credit cards, and tracks/reconciles card activity monthly with approval from University Bursar. Provides support to the office by scheduling meetings, and ordering office supplies/managing office supply inventory.

 

Key Responsibilities

  • Respond to inquiries regarding student accounts
  • Answer Bursar’s Office direct phone line and emails, usually within 24-48 hours (outside of peak time periods)
  • Assist with managing the QLess in person office inquiries
  • Analyze various screens on PeopleSoft and explain student financial account to students
  • Screen students for specific concern and direct to appropriate person
  • Organizes front counter and eliminates clutter
  • Provide support to office, i.e., screen students, schedule meetings, type memos, create tables, etc.
  • Prepare and maintain purchasing documents
  • Prepare and analyze budgetary reports; reconcile with purchasing documents
  • Revise outdated forms as needed
  • Disseminate information to staff in a timely manner
  • Monitor office supplies inventory and order supplies for office
  • Make travel arrangements & prepare claims
  • Assist with the office archives inventory process
  • Communicate 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

 

Knowledge, Skills & Abilities

  • Ability to compose and appropriately format correspondence and reports
  • Knowledge of software applications: word processing, spreadsheet, database managers (e.g. MS Excel and Word)
  • Ability to learn PeopleSoft and other database systems
  • Ability to perform accurately in a detail-oriented environment
  • Excellent oral and written communication skills
  • Excellent customer service and public relations skills
  • Ability to explain a wide variety of complex procedural and policy applications to students, the public and other campus employees
  • Ability to prioritize work and complete assignments in a fast-paced office with constant deadlines
  • Ability to handle multiple work priorities, organize and plan work and projects
  • Ability to learn the university’s software programs and the ability to interpret complex financial records

 

Required Qualifications

  • 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

 

Preferred Qualifications

  • Bachelor’s Degree
  • Higher education experience
  • Customer service experience
  • Experience using PeopleSoft, Transact

 

Compensation

Classification: Administrative Support Coordinator I
Anticipated Hiring Range: $3,927/month - $4,152/month
CSU Salary Range: $3,505/month - $5,508/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.

 

 

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: January 23, 2023 through February 12, 2023. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

 

Contact Information

University Personnel
jobs@sjsu.edu
408-924-2252

 

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 jobs@sjsu.edu.

 

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. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

 

 

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 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 clerycompliance@sjsu.edu.

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf. 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 408-795-5600 or by email at uhs-frontdesk@sjsu.edu.

 

 

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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Last Updated Oct 7, 2022