Department Coordinator

Job no: 553624
Work type: Staff
Location: San José
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)

Reporting to the Director of Resources and Operations and receiving work direction from the Administrative Analyst, under general supervision, the Department Coordinator independently provides various administrative and support services to the Department Chair, Administrative Analyst, faculty, and students of the Communications Studies Department. This position has responsibility for the day-to-day operations of the department office and works collaboratively with the Department Analyst to support the department.

The Department Coordinator is responsible for inputting course schedules for stateside and special sessions, collaborating with the school analyst on preparing faculty appointments, planning and monitoring faculty workload and maintaining spreadsheets, and with planning and coordinating department events.

Under the guidance of the department analyst, other responsibilities include training and supervision of student assistants; processing Instructional Student Assistant and Student Assistant Appointments; reconciling the department Research, Tower Foundation accounts and operating expenses in the Operating Fund, and PACE/special session funds, and serves as backup to the Department Analyst. This position handles faculty and student confidential information including managing changes of grade;

distributing information to students, faculty and the general public; submitting and tracking facility work requests and key/access requests; reviewing and processing travel and other reimbursement requests.

• Assist department analyst in reconciling operating and special session fund expenses to Data Warehouse reports
• Reconcile Research and Tower Foundation accounts to Foundation reports monthly
• Provide balance and expenditure information to the department Chair and department Analyst
• Reconcile operating fund and foundation Pro-cards and Go-cards monthly
• Prepare Operating Fund and Foundation travel authorizations and expense reimbursements for faculty and students
• Process and review purchase requisitions, travel authorizations and reimbursements, other reimbursements, and direct payments as needed
• Responsible for training student assistants
• Responsible for processing ISA and Student Assistant appointments
• Assure student time is submitted by UP deadlines so that students are paid in a timely manner
• Assist faculty and chair in grade changes, clearing in completes, and other similar tasks
• Assist in issuing permission codes as needed for designated Communication Studies courses
• Support faculty and students with travel processes and procedures, verify travel requests
• Assist Chair, and department Analyst with faculty recruitment, temporary faculty evaluations and RTP as needed
• Responsible for student outreach
• Independently perform the day-to-day tasks for the operation of the department offices
• Assist with department event planning and coordination
• Assist department analyst with inputting and quality control of stateside course scheduling
• Manage and maintain confidential records for faculty appointments, recruitments, evaluations, RTP, student data and departmental election records
• Assist chair with faculty evaluations processes using e-faculty system
• Manage and maintain department mailroom and email inbox
• Manage and maintain office supplies and inventory
• Submit and track IT service requests, facility work requests and key/access requests
• Respond to a wide range of in-person, telephone, and email inquiries from students, faculty, staff and the public
• Act as a liaison to the University community and the general public
• Upload material to the web-based File Management System in Google Drive and maintain files
• Troubleshoot office equipment problems and arrange repairs
• Support and update department website
• Creating graphics and flyers for department events
• Act as back-up to Department Analyst as needed
• Responsible for Special…