Administrative Support Coordinator

Job Summary

The Administrative Support Coordinator provides general office support functions to the Department of Computer Science. Reporting to the Director of Resources and Operations, and receiving work lead direction from the Chair of Computer Science, the Administrative Support Coordinator performs moderate to complex administrative support duties for the department chair, faculty, administrative staff, and students.

Key Responsibilities

• Responsible for submitting student grade changes
• Provides ongoing support to Analyst faculty and Chair, prepares and maintains faculty office hours list; maintains and audits syllabi files online
• Responds to student and faculty questions pertaining to campus services and resources and general academic policies and procedures including forms and petitions
• Maintains the Chairs and Academic Coordinators’ advising schedules. May administer online scheduling
• Assists Chair and Academic Coordinators by entering data into databases and online posting, and proofing
• Processes RSCA and other research expenses and reimbursements
• Maintains digital archives of documents and supporting records related to the assessment of academic programs and ABET accreditation
• Maintains department email and mailing lists, including undergraduate and graduate student lists
• Assists in student enrollment, including the control and issue of course codes, and adding students to classes
• Assists with special events, receptions, and department activities
• Assists with online curricular forms and catalog updates
• Assists with program administration of BS in Computer Science, BS in Data Science, MS in Computer Science, MS in Bioinformatics, MS in Data Science, Minor in Computer Science, and Cybersecurity Certificates
• Assists with planning and administration of new academic programs and certificates
• Assists Chair, Academic and Assessment Coordinator, and Analyst with analyses, report preparation and dissemination
• Maintains records of accomplishments in an online database, prepares publicity documents including the Department web pages, and reports to Chair, Dean Office, faculty and students
• Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices
• Provide a broad range of clerical support functions to the Chair, faculty, and students; run errands
• Serves as a front-desk receptionist, answering routine faculty and student questions
• Types routine correspondence and responds to email inquiries
• Communicating job announcements to students
• Coordinates and is responsible for the development and production of department publications (printed and digital/online) including layout, copy editing, and proofreading
• Organizes promotional mailings, prepares flyers and other forms of communication and publicity
• Provide excellent customer service through high-volume in-person, email, and telephone contact. Refer calls to appropriate areas within the Center, the College, and throughout the University community
• Assists in preparing appointment paperwork for Student Assistants, graders, TAs, and monitors salary

Knowledge, Skills & Abilities

• Ability to compose and appropriately format correspondence and reports
• Excellent knowledge of software applications: word processing, spreadsheets, database management, Google apps and cloud-based shared storage
• Ability to perform accurately in a detail-oriented environment
• Ability to handle multiple work priorities, organize and plan work and projects
• Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies
• Must possess excellent customer service and public relations skills
• Thorough knowledge of policies, procedures, and regulations pertaining to the applicable program and/or administrative specialty
• Working knowledge of operational and fiscal analysis and techniques
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved
• Skill in the research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations
• Expertise in investigating and analyzing problems with a broad administrative impact and implications. Ability to anticipate problems and address them proactively
• Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form
• Ability to train others on new skills and procedures and provide lead work direction

Required Qualifications

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

Preferred Qualifications

• Demonstrated office support/front desk customer service experience
• Experience in managing department and/or staff calendars and schedules
• Experience monitoring department budgets
• Experience with standard office software applications (MS Office, Peoplesoft, Adobe Acrobat, GoogleDocs and/or website management)
• Demonstrated ability to create various departmental reports
• Experience with event planning and management

Compensation

Classification: Administrative Support Coordinator II
Anticipated Hiring Range: $3,990/month - $4,100/month
CSU Salary Range: $3,440/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: July 12, 2022 through July 26, 2022 . 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
408-924-2252

CSU Vaccination Policy

The CSU requires faculty, staff, and students who are accessing campus facilities to be fully vaccinated against the COVID-19 virus (including all booster doses of an approved vaccine for which an individual is eligible per current CDC recommendations) or declare a medical or religious exemption from doing so. As a condition of employment, any candidates advanced in a currently open search process should be prepared to comply with this requirement as well as with other safety measures established on the campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu .



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.

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 clerycompliance@sjsu.edu .

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 uhs-frontdesk@sjsu.edu .

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 12, 2022 (9:00 AM) Pacific Daylight Time
Applications close: