Administrative Support Coordinator

CSU Careers • San José, CA

2d

About The Position

Reporting to the Director of Resources & Operations and receiving work lead direction from the Department Chair, the Administrative Support Coordinator provides administrative support to the department in the Lucas College of Business (LCoB). Key Responsibilities Process all Student Assistant, Course Student Assistant, and Instructional Student Assistant, hiring, onboarding and tracking for Accounting & Finance Department. If needed, also appoint any Graduate Assistants upon direction from the LCoB Resource Team. Coordinate all aspects of faculty office moves including packing and arrange for move of supplies & furniture, telephones, computers. Coordinate the setup for new tenure track faculty offices based on the direction from the Director of Resources & Operations. Ensure faculty have teaching supplies, keys and keycard access to buildings/office/classrooms, and general office-setup. Responsible for opening and closing department office during regular office hours. Act as a front-line receptionist, answer phones, respond to inquiries about department programs, policies and procedures, run errands, distribute mail and make photocopies. Research, troubleshoot, resolve and disseminate moderately complex academic-related problems for students and faculty. Pickup for student assistants, master payroll, and miscellaneous paychecks. Approve monthly student payable time. Temporary Duties: support to the other LCoB Undergraduate departments for Department Coordinator administrative & procurement tasks, as assigned by the Director of Resources & Operations. Responsible for following the SJSU travel guide and using Financial Transaction Services (FTS) to enter requests for authorization for travel & travel reimbursements. Assist faculty in making travel arrangements, assign account numbers, track sources of funds, and monitor travel expenditures. Prepare and process purchase requisitions, direct pay and employee personal reimbursement claims. Reconcile Procurement Card and GoCard account statement entering appropriate chart field per expense on a monthly basis. Manage the TRIA/VPAT process for IT software requests. Interact with purchasing and accounts payable when needed to complete all requests. Maintain department faculty grants. LCoB Travel Research & Development (TR&D) allocations in addition to any external grants. Must understand the guidelines and fund expiration for each type. Input and track expenditures. Reconcile all expenses using CFS Data Warehouse. Responsible for coordination and preparation of expenses with department Tower Foundation and Research Foundation accounts. Work with LCoB Resource Team analyst for processes. Knowledge, Skills & Abilities Demonstrates ability to provide high level customer service to students, faculty and staff. Strong written and oral communication skills. Demonstrated ability to work cooperatively and professionally with others. Demonstrates ability to establish and maintain effective working relationships within and outside the work group. Working knowledge of CFS to extract information and understand interactions between various funds and accounts. Proficient in PC compatible software programs such PeopleSoft, MS Office and Excel. Proficient in SJSU applications: (e.g. Financial Transaction Services (FTS), Common Finance System (CFS)/Data Warehouse, MySJSU, SJSU@Work, CHRS, possibly eFaculty and other current software applications). Ability to perform accurately in a detail-oriented environment.

Requirements

• Completion of a high school program, technical/vocational program, or their equivalents.
• Three years of related office work experience.
• Demonstrates ability to provide high level customer service to students, faculty and staff.
• Strong written and oral communication skills.
• Demonstrated ability to work cooperatively and professionally with others.
• Demonstrates ability to establish and maintain effective working relationships within and outside the work group.
• Working knowledge of CFS to extract information and understand interactions between various funds and accounts.
• Proficient in PC compatible software programs such PeopleSoft, MS Office and Excel.
• Proficient in SJSU applications: (e.g. Financial Transaction Services (FTS), Common Finance System (CFS)/Data Warehouse, MySJSU, SJSU@Work, CHRS, possibly eFaculty and other current software applications).
• Ability to perform accurately in a detail-oriented environment.

Nice To Haves

• Demonstrated experience providing customer service.
• At least two years demonstrated experience handling multiple work priorities.
• Experience with DocuSign, Word and Excel.
• Experience with student appointments.
• Experience with SJSU systems FTS, CFS, CFS Data Warehouse, PeopleSoft, CSUBuy and CHRS.
• Experience preparing travel reimbursements, purchase requisitions, and reconciling financial transactions.

Responsibilities

• Process all Student Assistant, Course Student Assistant, and Instructional Student Assistant, hiring, onboarding and tracking for Accounting & Finance Department.
• If needed, also appoint any Graduate Assistants upon direction from the LCoB Resource Team.
• Coordinate all aspects of faculty office moves including packing and arrange for move of supplies & furniture, telephones, computers.
• Coordinate the setup for new tenure track faculty offices based on the direction from the Director of Resources & Operations.
• Ensure faculty have teaching supplies, keys and keycard access to buildings/office/classrooms, and general office-setup.
• Responsible for opening and closing department office during regular office hours.
• Act as a front-line receptionist, answer phones, respond to inquiries about department programs, policies and procedures, run errands, distribute mail and make photocopies.
• Research, troubleshoot, resolve and disseminate moderately complex academic-related problems for students and faculty.
• Pickup for student assistants, master payroll, and miscellaneous paychecks.
• Approve monthly student payable time.
• Temporary Duties: support to the other LCoB Undergraduate departments for Department Coordinator administrative & procurement tasks, as assigned by the Director of Resources & Operations.
• Responsible for following the SJSU travel guide and using Financial Transaction Services (FTS) to enter requests for authorization for travel & travel reimbursements.
• Assist faculty in making travel arrangements, assign account numbers, track sources of funds, and monitor travel expenditures.
• Prepare and process purchase requisitions, direct pay and employee personal reimbursement claims.
• Reconcile Procurement Card and GoCard account statement entering appropriate chart field per expense on a monthly basis.
• Manage the TRIA/VPAT process for IT software requests.
• Interact with purchasing and accounts payable when needed to complete all requests.
• Maintain department faculty grants. LCoB Travel Research & Development (TR&D) allocations in addition to any external grants.
• Must understand the guidelines and fund expiration for each type.
• Input and track expenditures.
• Reconcile all expenses using CFS Data Warehouse.
• Responsible for coordination and preparation of expenses with department Tower Foundation and Research Foundation accounts.
• Work with LCoB Resource Team analyst for processes.

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees