Administrative Support Coordinator

Overview

Administrative Support Coordinator role at The California State University (San José State University). Located in San Jose, CA.

Reporting to the Director of Resources & Operations and receiving work lead direction from the Department Chair, the Administrative Support Coordinator provides administrative support to the department in the Lucas College of Business (LCoB).

• Process all Student Assistant, Course Student Assistant, and Instructional Student Assistant hiring, onboarding and tracking for the Accounting & Finance Department. If needed, also appoint any Graduate Assistants upon direction from the LCoB Resource Team.
• Coordinate all aspects of faculty office moves including packing and move of supplies & furniture, telephones, computers. Coordinate the setup for new tenure track faculty offices based on the direction from the Director of Resources & Operations. Ensure faculty have teaching supplies, keys and keycard access to buildings/office/classrooms, and general office setup.
• Open and close the department office during regular office hours. Act as front-line receptionist, answer phones, respond to inquiries about department programs, policies and procedures, run errands, distribute mail and make photocopies.
• Research, troubleshoot, resolve and disseminate moderately complex academic-related problems for students and faculty.
• Pickup for student assistants, master payroll, and miscellaneous paychecks.
• Approve monthly student payable time.
• Temporary duties: support to other LCoB Undergraduate departments for Department Coordinator administrative & procurement tasks, as assigned by the Director of Resources & Operations.
• Follow the SJSU travel guide and use Financial Transaction Services (FTS) to enter travel authorization requests and travel reimbursements. Assist faculty in making travel arrangements, assign account numbers, track sources of funds, and monitor travel expenditures.
• Prepare and process purchase requisitions, direct pay and employee personal reimbursement claims. Reconcile Procurement Card and GoCard statements, enter appropriate chart fields per expense monthly. Manage the TRIA/VPAT process for IT software requests. Interact with purchasing and accounts payable to complete requests.
• Maintain department faculty grants. Track LCoB Travel Research & Development (TR&D) allocations and external grants. Understand guidelines and fund expiration for each type. Input and track expenditures.
• Reconcile all expenses using CFS Data Warehouse.
• Coordinate and prepare expenses with department Tower Foundation and Research Foundation accounts. Work with LCoB Resource Team analyst for processes.

• Demonstrates ability to provide high level customer service to students, faculty and staff.
• Strong written and oral communication skills.
• Ability to work cooperatively and professionally with others.
• Ability to establish and maintain effective working relationships within and outside the work group.
• Working knowledge of CFS to extract information and understand interactions between various funds and accounts.
• Proficient in PC software including People Soft, MS Office and Excel.
• Proficient in SJSU applications: FTS, CFS/Data Warehouse, MySJSU, SJSU@Work, CHRS, and other current software applications.
• Ability to perform accurately in a detail-oriented environment.

• Completion of a high school program, technical/vocational program, or their equivalents.
• Three years of related office work experience.

• Demonstrated experience providing customer service.
• At least two years demonstrated experience handling multiple work priorities.
• Experience with Docu Sign, Word and Excel.
• Experience with student appointments.
• Experience with SJSU systems FTS, CFS, CFS Data Warehouse, People Soft, CSUBuy and CHRS.
• Experience preparing travel reimbursements, purchase requisitions, and reconciling financial transactions.

Classification:
Administrative Support Coordinator II

Anticipated Hiring Range: $4,617/month - $4,850/month

CSU Salary Range: $4,058/month - $6,653/month

San José State University offers employees a…