Department Coordinator

About the role

The Department Coordinator supports the Anthropology and Political Science departments in various administrative and support services. Key responsibilities include assisting with course scheduling, reconciling fund expenses, processing reimbursements, and supporting faculty and students.

Responsibilities

• Assist department analyst in reconciling operating and special session fund expenses to Data Warehouse reports
• Reconcile operating fund and foundation Pro-cards and Go-cards monthly
• Process and review purchase requisitions, travel authorizations and reimbursements, other reimbursements, and direct payments as needed
• Assist department Analyst with budget related projects
• Train and supervise student assistants
• Process ISA and Student Assistant appointments
• Support faculty and students with travel processes and procedures, verify travel requests
• Support faculty and students with grade changes, clear incompletes, and other similar tasks
• Upload material to the web-based File Management System in Google Drive and maintain files
• Troubleshoot office equipment problems and arrange repairs
• Respond to a wide range of in-person, telephone, and email inquiries from students, faculty, staff and the public

Requirements

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

Qualifications

• Thorough knowledge of SJSU financial processes – procurements, accounts payable, and accounting services
• Thorough knowledge of Research and Tower Foundation financial processes
• 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
• 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

Skills

• Ability to communicate with constituents in a professional and respectful manner
• 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)

Benefits

San José State University offers a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary.

Pay

Classification: Administrative Support Coordinator II
Anticipated Hiring Range: $4,727/month - $5,016/month (Step 5 – Step 8)
CSU Salary Range: $4,367/month - $6,362/month (Step 1 – Step 20)

Schedule

Full Time