The Administrative Support Coordinator provides general office support functions to the Department of Computer Science. Reporting to the Director of Resources and Operations, and receiving work lead direction from the Chair of Computer Science, the Administrative Support Coordinator performs moderate to complex administrative support duties for the department chair, faculty, administrative staff, and students.
- Responsible for submitting student grade changes
- Provides ongoing support to Analyst faculty and Chair, prepares and maintains faculty office hours list; maintains and audits syllabi files online
- Responds to student and faculty questions pertaining to campus services and resources and general academic policies and procedures including forms and petitions
- Maintains the Chairs and Academic Coordinators’ advising schedules. May administer online scheduling
- Assists Chair and Academic Coordinators by entering data into databases and online posting, and proofing
- Processes RSCA and other research expenses and reimbursements
- Maintains digital archives of documents and supporting records related to the assessment of academic programs and ABET accreditation
- Maintains department email and mailing lists, including undergraduate and graduate student lists
- Assists in student enrollment, including the control and issue of course codes, and adding students to classes
- Assists with special events, receptions, and department activities
- Assists with online curricular forms and catalog updates
- Assists with program administration of BS in Computer Science, BS in Data Science, MS in Computer Science, MS in Bioinformatics, MS in Data Science, Minor in Computer Science, and Cybersecurity Certificates
- Assists with planning and administration of new academic programs and certificates
- Assists Chair, Academic and Assessment Coordinator, and Analyst with analyses, report preparation and dissemination
- Maintains records of accomplishments in an online database, prepares publicity documents including the Department web pages, and reports to Chair, Dean Office, faculty and students
- Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices
- Provide a broad range of clerical support functions to the Chair, faculty, and students; run errands
- Serves as a front-desk receptionist, answering routine faculty and student questions
- Types routine correspondence and responds to email inquiries
- Communicating job announcements to students
- Coordinates and is responsible for the development and production of department publications (printed and digital/online) including layout, copy editing, and proofreading
- Organizes promotional mailings, prepares flyers and other forms of communication and publicity
- Provide excellent customer service through high-volume in-person, email, and telephone contact. Refer calls to appropriate areas within the Center, the College, and throughout the University community
- Assists in preparing appointment paperwork for Student Assistants, graders, TAs, and monitors salary
Knowledge, Skills & Abilities
- Ability to compose and appropriately format correspondence and reports
- Excellent knowledge of software applications: word processing, spreadsheets, database management, Google apps and cloud-based shared storage
- Ability to perform accurately in a detail-oriented environment
- 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
- Must possess excellent customer service and public relations skills
- Thorough knowledge of policies, procedures, and regulations pertaining to the applicable program and/or administrative specialty
- Working knowledge of operational and fiscal analysis and techniques
- Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved
- Skill in the research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations
- Expertise in investigating and analyzing problems with a broad administrative impact and implications. Ability to anticipate problems and address them proactively
- Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form
- Ability to train others on new skills and procedures and provide lead work direction
- Completion of a high school program, technical/vocational program, or their equivalents combined
- Three years of related office work experience
- Demonstrated office support/front desk customer service experience
- Experience in managing department and/or staff calendars and schedules
- Experience monitoring department budgets
- Experience with standard office software applications (MS Office, Peoplesoft, Adobe Acrobat, GoogleDocs and/or website management)
- Demonstrated ability to create various departmental reports
- Experience with event planning and management
Classification: Administrative Support Coordinator II
Anticipated Hiring Range: $3,990/month - $4,100/month
CSU Salary 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: July 12, 2022 through July 26, 2022. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.
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