Administrative Support Coordinator (2 Positions)

San José State University•San Jose, CA

2d•Onsite

About The Position

San José State University’s Charles W. Davidson College of Engineering is an innovative, collaborative, and supportive environment that empowers employees to achieve professional and personal goals while contributing to the university’s student-centered mission. A member of the 23-campus California State university system, San José State University (SJSU) is situated in the entrepreneurial heart of Silicon Valley. The College of Engineering at San Jose State University comprises ten departments and independent programs which employs nearly 400 faculty and staff to support more than 7,000 local and international students. Committed to excellence and service, the expert staff of the College of Engineering frequently work with multiple external stakeholders and partners from across campus and other institutions. Reporting to the Director of Resources and Operations, the incumbent provides administrative support to the college and designated department(s). This position performs a full range of clerical and administrative duties to support employees and students. Duties include, but are not limited to, front desk support and answering phones, greeting all visitors and students, assisting with events and scheduling appointments, tracking and ordering office/classroom/lab supplies, mail distribution, assisting with hiring, supervision, and oversight of unionized student employees, approval and tracking of student payroll expenses, supporting academic inquiries, marketing/communications, and updating web-based content. The Administrative Support Coordinator will provide back-up support to departments as assigned, and will serve as an on-site supervisor to student employees. This position advances strategic initiatives and ensures day-to-day business functions are aligned with the core values of diversity, equity, inclusion, and accessibility.

Requirements

Strong oral and written communication skills.
Demonstrated knowledge of English grammar, business writing, punctuation and spelling; ability to compose and appropriately format correspondence, presentations, and reports.
Excellent organizational and coordination skills.
Detail-oriented, multi-tasker with the ability to perform accurately.
Ability to quickly learn and apply a variety of state, federal, CSU, and SJSU policies and procedures.
Ability to perform business math, calculate ratios and percentages, track financial data, and make accurate projections
Working experience of Google Apps and Microsoft Office software.
Ability to track and summarize data using spreadsheets.
Working knowledge of data analysis tools and electronic forms.
Ability to make presentations; mastery of social media; experience in web editing and web applications.
Ability to schedule, coordinate, and guide work of student employees.
Ability to work as part of a team, and handle multiple work unit priorities and projects.
Ability to effectively establish and maintain cooperative and positive working relationships.
Ability to work with a diverse population, including students and faculty.
Ability to maintain confidentiality and appropriately handle sensitive situations.
Ability to work in a fast-paced educational, community service, or customer service environment.
Demonstrated ability to learn, adapt to, and apply artificial intelligence and other emerging technologies.
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.

Nice To Haves

Bachelor’s Degree.
Experience working in a higher education environment.
Experience with Microsoft Suite, Google Workplace, Oracle/PeopleSoft platforms, DocuSign, Zoom, and learning management systems.
Experience with strong communication and customer service.

Responsibilities

Process and complete all aspects of hiring for student employment positions.
Collect, review, and log student timesheets; Track monthly student support usage and analyze data to ensure compliance with student employee budget allocations for various accounts and funding sources.
Train new student assistants and provide direct supervision to student assistants, including coordinating monthly schedules and workflow, and updating written training materials.
Assist with the onboarding and offboarding of new employees, including faculty/lecturers, chairs, staff, and student employees.
Fulfill purchasing requests for supplies, business stationery, equipment, professional development, services, catering, hospitality, promotional items, etc.
Process and track undergraduate and graduate paperwork submitted to the department office(s), and draft culminating experience requests.
Collect, review and analyze course syllabi to ensure compliance to university and department policies, course level information, and accessibility features.
Collect, maintain, and prepare curriculum and assessment related materials, including Program Assessment (ABET, WASC) documents and records.
Update and maintain communications on behalf of the department(s), including webpages, social media, bulletin boards, and newsletters.
Provide general operational support for the designated department(s).
Prepare documents and reports as requested by Department Chair(s), Faculty, and Dean’s Office.
Address concerns, answer questions, and provide guidance from/for faculty, staff, students, prospective students, alumni, industry professionals, and the general public.