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Administrative Support Coordinator (Part - Time)

San Jose State University
California, United States
Salary Not Specified
Posted date
Jul 29, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration, Other Academic Affairs, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs
Employment Level
Employment Type
Part Time
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Job Summary

*This position is part-time, 20 hours per week (4 hours daily), from 12:30 p.m. - 4:30 p.m.*

Reporting to the Director of Resources and Operations, the Administrative Support Coordinator will receive work lead direction from the Analyst and Department Chair in the department of Political Science. The Coordinator provides administrative support to the Political Science department. Working independently, under general supervision the Coordinator performs moderate to complex administrative support duties for the department chair, administrative staff, and students and faculty.

Key Responsibilities

  • Acts as front-line receptionist, answers phones, greets faculty, staff, students and visitors
  • Coordinates, composes, and proofs mailings and other forms of communication and publicity
  • Produces, copy edits, proofreads and manages all course syllabi/green sheets and other departmental publications including forms
  • Assists with coordination of special events and receptions
  • Processes key, equipment and service requests
  • Coordinates and maintains departmental databases
  • Orders, maintains, and distributes office supplies and classroom materials, and reconciles monthly ProCard statements
  • Provides ongoing support to chair and faculty members
  • Maintains undergraduate and graduate student files for MPA program (electronic & paper files)
  • Manages student grade changes and other forms
  • Provides information to prospective and current students
  • Maintains and manages databases MPA students and alumni
  • Runs Enrollment Planning Reports for department chairs
  • Updates departmental website including faculty pages, course descriptions, departmental events, etc.
  • Uploads course materials to website each term
  • Updates faculty office hours on website each semester
  • Creates and edits online student forms for academic advising (major forms), scholarship and internship applications, etc.
  • Administers departmental alumni social networking accounts, update alumni email lists, etc.

Knowledge, Skills & Abilities

  • Excellent customer service and public relations skills
  • Excellent oral and written communication skills
  • Advanced user of Microsoft Office – especially Word and Excel
  • Advanced user of Doodle (online scheduling tool)
  • Advanced user of Google Drive (online calendar and file sharing)
  • Strong oral and written communication skills
  • Ability to handle multiple work priorities, organize and plan work and projects
  • Knowledge of website management software.
  • Advanced understanding of online form use – including Google Drive
  • Ability to easily navigate online social networking tools – including LinkedIn, Facebook, Twitter, Instagram, etc.
  • Attention to detail in a busy environment, maintaining a friendly demeanor
  • Knowledge of FTS and Student Admin systems
  • Ability to maintain confidentiality and appropriately handle sensitive communications in accordance with FERPA
  • Ability to quickly learn and apply a variety of state, federal, CSU, and SJSU policies and procedures
  • Ability to effectively write and present reports to department chair

Required Qualifications

  • Completion of a high school program, technical/vocational program, or their equivalents
  • Two years of related office work experience or a combination of education and experience which demonstrates the ability to perform the essential functions of the position

Preferred Qualifications

  • Some College
  • Clerical experience in an office setting (maintaining files, answering phones and customer service)
  • Experience in Web maintenance
  • Purchasing experience
  • Experience with Microsoft Office (Word, Excel), web development/management software, and email programs such as Gmail


Classification: Administrative Support Coordinator I
Anticipated Hiring Range: $1,640/month - $2,019/month (Part – Time)
Salary Range: $3,064/month - $5,148/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: July 29, 2021 through August 15, 2021 . 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, 12:30 p.m. - 4:30 p.m.

Contact Information

University Personnel

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.


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: July 29, 2021 (9:00 AM) Pacific Daylight Time
Applications close:

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