Administrative Support Coordinator

Job Summary

Reporting to the Director of Resources and Operations, the Administrative Support Coordinator provides moderately complex office, clerical and event support for the Dean's Office for the College of Social Sciences. The Administrative Support Coordinator will receive work lead direction from the College Administrative Analyst. Working independently under general supervision, this position assists the Dean, Associate Deans, Director of Resources and Operations, Administrative Analysts, students, faculty, and staff in the College of Social Sciences.

Key Responsibilities

• Act as front-line receptionist, answer phones, greet faculty, staff, students and visitors
• Manages the College's online presence, including blog and social media sites; coordinates with department faculty and staff to share news online with the community.
• Design outreach materials such as flyers, certificates, programs and other forms of communication or publicity and makes available through College website and to other campus offices
• Assist with the planning and coordination of all College Special events, meetings, and receptions including the Dean’s Faculty Colloquium, Dean’s Student Symposium, and Welcome Back
• Responsible for keeping the work areas including storage room and kitchen clean and stocked with supplies
• Responsible for keeping the office equipment (shredders/printers) and appliances working and the shred bin emptied
• Process equipment and service requests (IT, FD&O, etc.) for the Dean's Office
• Provide ongoing support to the Dean, Associate Dean, DRO and other office staff as needed
• Maintains the college’s staff directory, shared calendars, listservs, emergency contact lists, and evacuation lists
• Serves as primary contact to negotiate and manage the needs of internal and external individuals and groups requesting time with the Associate Deans and DRO
• Oversees and organizes the maintenance and creation of databases for electronic distribution lists and college-wide committee lists
• Responsible for purchases, reimbursements, and payments for the Dean's Office

Knowledge, Skills & Abilities

• Thorough knowledge of CSU, Research & Tower Foundation methods, procedures and practices
• Thorough knowledge of purchasing, payment, and transfer procedures for Research and Tower Foundations
• Thorough knowledge of FTS, CFS, Data Warehouse, and accounting procedures and practices
• Strong knowledge of software applications; word processing, spreadsheets, database management and Google G suite applications
• Ability to perform accurately and professionally in a detail-oriented environment
• Excellent customer service and public relations skills
• Strong written and oral communication skills
• Ability to draft, compose and appropriately format correspondence and standard reports
• Ability to handle multiple work priorities, organize and plan work and projects
• Ability to communicate with constituents in a professional and respectful manner

Required Qualifications

• Completion of a high school program, technical/vocational program or their equivalent
• 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 those in the Dean’s Office of the College of Social Sciences
• Excellent written communication skills
• Experience with processing of invoices/ reimbursements/requisitions
• Experience working with course scheduling, faculty appointments (temporary and permanent) and other Faculty Affairs/HR procedures
• Technical experience with Microsoft Office (Word, Excel), PeopleSoft, CMS/FST, CFS, Data Warehouse and email programs such as Gmail and Google Doc
• Website updating and management experience

Compensation

Classification: Administrative Support Coordinator II
Anticipated Hiring Range: $4,500/month - $4,635/month
CSU Salary Range: $3,681/month - $6,034/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: August 18, 2023 through September 5, 2023 . 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 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 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. 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 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 .

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 (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: August 18, 2023 (9:00 AM) Pacific Daylight Time
Applications close: