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Administrative Support Coordinator (Part-Time)

Work type: Staff

Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Part Time

Job Summary

* This is a part-time (0.5 FTE) benefited position. *

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

The Coordinator is responsible for inputting course schedules, collaborating with the school analyst on preparing faculty appointments, and planning and coordinating department events. This position is also responsible for training student assistants; processing Instructional Student Assistant and Student Assistant Appointments; and reconciling the department Research Foundation accounts, operating expenses in the Operating Fund, and PACE/special session funds as well as other accounts/funds for the school and serves as backup to the Analyst. Handles faculty and student confidential information including managing changes of grade; distributing information to students, faculty and the general public; submitting and tracking facility and key requests; reviewing and processing travel and other reimbursement requests.

Key Responsibilities

+ Assist analyst with entering transactions and reconciling operating fund expense budget to Common financial Systems (CFS) Data Warehouse reports

+ Assist analyst with reconciling Research and Tower Foundation accounts to Foundation reports monthly

+ Provide balance and expenditure information to the director as backup to the 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

+ Prepare, process, and review procard and go cards purchases, purchase requisitions, travel authorizations and reimbursements, other reimbursements, and direct payments as needed

+ Collaborate with analyst on budget related projects

+ Responsible for training student assistants

+ Responsible for processing ISA and Student Assistant appointments

+ Assure student time is submitted by University Personnel deadlines so that students are paid in a timely manner

+ Assist faculty and school director with grade changes, clearing incompletes, and other similar tasks

+ Assist in issuing permission codes as needed for designated School program codes

+ Support faculty and students with travel processes and procedures

+ Assist director and analyst with faculty recruitment, temporary faculty evaluations and RTP tasks as needed

+ Independently perform the day-to-day tasks for the operation of the school offices

+ School event planning and coordination

+ Assist director and analyst with entering class schedule information into the system, and with quality control of course scheduling

+ Manage and maintain confidential records for faculty appointments, recruitments, evaluations, RTP, student data and departmental election records

Knowledge, Skills & Abilities

+ Knowledge of software applications: DocuSign, word processing, spreadsheets, G Suite (e.g., Gmail, Google drive), database management, Adobe

+ Acrobat, and graphics design software (e.g., Illustrator, InDesign, or Photoshop)

+ Knowledge of fund accounting practices and the ability to maintain multiple detailed spreadsheets

+ Ability to communicate with constituents in a professional and respectful manner

+ Thorough knowledge of SJSU financial processes – procurements, accounts payable, and accounting services

+ Ability to extract and analyze data and reports from all SJSU financial systems: FTS, CFS, CFS Data Warehouse

+ Ability to handle multiple work priorities, and independently prioritize, organize and plan work and projects

+ Ability to perform accurately in a detail-oriented environment

+ Ability to work with faculty to obtain appropriate documents for appointments and evaluations

+ Ability to learn and interpret data, policies and procedures, and apply that knowledge to departmental decision making

+ Thorough knowledge of the curriculum change procedure and catalog due dates

+ Thorough knowledge of the hiring process for student assistants

+ Ability to determine the optimal use of student time based on the priorities of the office work

+ Ability to train students to assure their understanding of work assignments

+ Ability to maintain confidentiality and appropriately handle sensitive communications with employees and the external agencies

+ Ability to work with campus organizations and outside vendors to plan, organize, and implement events

+ Strong oral and written communications skills

+ Excellent customer service and public relations skills

+ Ability to communicate with constituents in a professional and respectful manner

Required Qualifications

+ Completion of a high school program, technical/vocational program, or their equivalents combined

+ Three years of related office work experience

Preferred Qualifications

+ Bachelor’s Degree

+ Administrative experience working in an office with complex and diverse tasks similar to the School of Planning, Policy, and Environmental Studies in the College of Social Sciences

+ Excellent written communication skills

+ Excellent customer service and public relations skills

+ Experience with SJSU policies and procedures specifically dealing with Procurement Services, FD&O, Admissions and Records, Tower/Research Foundation and processing of invoices/reimbursements/requisitions/and travel requests

+ Experience with Microsoft Office Suite, PeopleSoft, CMS/FTS,CFS, G Suite (e.g., Gmail, Google Drive), graphics design software, Adobe Acrobat, DocuSign

Compensation

Classification: Administrative Support Coordinator II

Anticipated Hiring Range: $2,362.50/month - $2,480.50/month (Part-Time)

CSU Salary Range: $4,058/month - $6,653/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 (https://www.calstate.edu/csu-system/careers/benefits) .

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: August 22, 2025 through September 5, 2025. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Work Schedule

Monday - Friday, 1:00 p.m. to 5:00 p.m.

Contact Information

University Personnel

[email protected]

408-924-2252

CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to [email protected].

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 [email protected].

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 [email protected].

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

Equal Employment Statement

San José State University is an equal opportunity employer. The university prohibits discrimination based on age, ancestry, caste, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, marital status, medical condition, military status, nationality, race, religion, religious creed, sex, sexual orientation, sex stereotype, and veteran status. This policy applies to all San José State University students, faculty, and staff, as well as university 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). Reasonable accommodation is made for applicants with disabilities who self-disclose. 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.

Advertised: August 22, 2025 (9:00 AM) Pacific Daylight Time

Applications close:

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