Department Coordinator

About the role

The Department Coordinator independently provides various administrative and support services to the Department Chair, Administrative Analyst, faculty, and students of the Anthropology (ANTH) department, and provides backup administrative support to the Political Science (POLS) Department.

Responsibilities

• Assist department analyst in reconciling operating and special session fund expenses to Data Warehouse reports
• Assist dept analyst to reconcile Research and Tower Foundation accounts to Foundation reports monthly
• Provide balance and expenditure information to the department Chair and department Analyst
• 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
• Auxiliary support to department Analyst for budget related projects
• Train and supervise student assistants
• Process ISA and Student Assistant appointments
• Assure student time is submitted by UP deadlines so that students are paid in a timely manner
• Assist faculty and chair in grade changes, clearing incompletes, and other similar tasks
• Aid in issuing permission codes as needed for designated Anthropology courses
• Support faculty and students with travel processes and procedures, verify travel requests
• Aid in faculty recruitment, faculty evaluation processes using e-faculty, and RTP as needed
• Submit and track IT service requests, facility work requests and key/access requests
• Respond to a wide range of in-person, telephone, and email inquiries from students, faculty, staff and the public
• Act as a liaison to the University community and the general public
• Upload material to the web-based File Management System in Google Drive and maintain files
• Troubleshoot office equipment problems and arrange repairs
• Recommend initiatives and changes to improve quality of services
• Create graphics and flyers for department events

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
• Administrative experience working in an office with complex and wide-ranging tasks similar to the Department of Anthropology in the College of Social Sciences
• Excellent written communication skills
• Excellent customer service and public relations skills
• Experience with SJSU policies and procedures specifically dealing with Procurement Services, FD&O, Admissions and Records, Tower/Research Foundation and processing of invoices/reimbursements/requisitions/and travel requests
• Experience with Microsoft Office Suite, PeopleSoft, G Suite (e.g., Gmail, Google Drive), graphics design software, Adobe Acrobat, DocuSign
• Knowledge of fund accounting practices and the ability to maintain multiple detailed spreadsheets
• 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
• Strong oral and written communications skills
• Strong oral and written communications skills

Benefits

Compensation 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)

SJSU 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.