Department Scheduling and Support Coordinator

Job Summary

Reporting to the Chair of the Department of English and Comparative Literature and receiving direct supervision and work lead direction from the Department Administrative Analyst, the Department Scheduling and Administrative Support Coordinator works independently under general supervision to provide a broad range of moderately complex administrative and clerical support for the Department. This position serves as the primary department class scheduler and first resource contact for the faculty, students, staff and visitors to the department, and coordinates the overall operation of the department office. This position is responsible for all student program paperwork and program review requirements.

Key Responsibilities

• Act as Department Class scheduler. Work with Chair and Associate Chair in preparing the schedule of classes and assigning classrooms. Enter schedule into the university’s master computerized schedule system. Notify faculty of their individual schedule, and process changes or corrections as necessary. Monitor priority enrollment registration and communicate with Chair and Analyst on additional section demand or under enrolled sections.
• Assist Department Chair and/or Department Committee Chair with the coordination of various Department Committees: create committee(s) meeting calendar, update committee(s) roster, receive meeting materials, and create meeting agendas.
• Assist with department scholarships and grants by receiving applications, compiling databases and coordinating award notification.
• Maintain Google sheet with faculty office information for reporting to Dean’s Office and positing to website.
• Greet all visitors to the department, determines nature of business and answers questions appropriately. Direct student assistants with reception duties.
• Responsible for picking up all department checks for faculty, staff, students and Foundations.
• Coordinate all department absence management; including student messaging, reporting all absences to the Admin Analyst.
• Oversee department website updates.
• Coordinate office equipment maintenance and track office supplies for ordering.
• Assist with faculty review cycles.
• Assist students with add/drop forms, petitions, registration procedures and grade issues.
• Assist students with major paperwork with the Student Success Center.
• Assist in directing the workflow of student assistants.

Knowledge, Skills & Abilities

• Ability to handle multiple work priorities, organize and plan projects.
• Must have organizational skills sufficient to handle heavy workload, multiple projects with frequent interruptions, and schedule changes.
• Ability to perform accurately in a detail-oriented environment and meet department, college and university deadlines.
• Knowledge of campus procedures, including experience, or ability to learn, the Student Admin (MySJSU).
• Through knowledge of professional general business office procedures and practices.
• Ability to troubleshoot and solve most office and customer-related problems.
• Ability to quickly learn and apply a variety of state, federal, CSU and SJSU policies and procedures.
• Ability to work with the general public, faculty, staff and students in a competent, diplomatic and open communication style.
• Knowledge of English grammar, spelling and punctuation for production of department correspondence and documents; ability to learn and apply policies and procedures from both verbal and written sources.
• Knowledge of campus procedures, including experience, or ability to learn, UP (SJSU@Work) campus system.
• Through knowledge of professional general business office procedures and practices.
• Ability to troubleshoot and solve most office and customer-related problems.
• Ability to quickly learn and apply a variety of state, federal, CSU and SJSU policies and procedures.
• Ability to work with the general public, faculty, staff and students in a competent, diplomatic and open communication style.
• Verbal skills sufficient to give clear, concise information.
• Familiarity with Microsoft Office and Adobe Creative Cloud applications and/or willingness to learn.
• Interest in learning new software tools and technology.
• Ability to lift and stock supplies and class materials of approximately 10-20 lbs.
• Strong customer service skills and ability to be a team player.

Required Qualifications

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

Preferred Qualifications

• Bachelor’s degree
• Related experience in an academic or public service environment
• Some office management experience

Compensation

Classification: Administrative Support Coordinator II
Hiring Range: $3,352/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 .

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: March 3, 2021 through March 17, 2021 . 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
408-924-2166

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.

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).

Advertised: March 03, 2021 (9:00 AM) Pacific Standard Time
Applications close: