Department Coordinator

San José State University•San Jose, CA

1d•$4,367 - $6,362•Onsite

About The Position

Reporting to the Director of Resources and Operations and receiving work direction from the Administrative Analyst, under general supervision, 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. This position has responsibility for the day-to-day operations of the Anthropology department office and works collaboratively with the Department Analyst and POLS Department Coordinator to support both departments. The Department Coordinator is responsible for inputting course schedules for special sessions courses, collaborating with the department analyst on preparing faculty appointments, planning and monitoring faculty workload and maintaining spreadsheets, and with planning and coordinating department events. Under the guidance of the department analyst, other responsibilities include training and supervision of student assistants; processing Instructional Student Assistant and Student Assistant Appointments; reconciling PACE/special session funds in the department’s expense tracking spreadsheets. This position handles faculty and student confidential information including managing changes of grade; distributing information to students, faculty and the general public; submitting and tracking facility work requests and key/access requests; reviewing and processing travel and other reimbursement requests.

Requirements

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)
Knowledge of fund accounting practices and the ability to maintain multiple detailed spreadsheets
Knowledge of PeopleSoft/CMS HR, Student Admin. FTS, CFS, Data Warehouse, SAMI, and Student Data Warehouse
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 ensure completeness, accuracy, and timeliness of all operational functions
Ability to perform accurately in a detail-oriented environment
Ability to work with faculty to obtain appropriate documents for appointments and evaluations
Thorough knowledge of the hiring process for student assistants
Ability to train students to assure their understanding of work assignments
Strong oral and written communications skills
Excellent customer service and public relations skills
General awareness of emerging technologies, including artificial intelligence (AI), and a willingness to develop skills in their appropriate, responsible, and ethical use in a higher education environment, consistent with institutional policies and practices
Ability to communicate with constituents in a professional and respectful manner
Completion of a high school program, technical/vocational program, or their equivalents
Three years of related office work experience

Nice To Haves

Bachelor’s Degree
Administrative experience working in an office with complex and diverse tasks similar to the Department of African American Studies 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, CMS/FTS,CFS, G Suite (e.g., Gmail, Google Drive), graphics design software, Adobe Acrobat, DocuSign

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
Assist department Analyst with budget related projects
Back up to department analyst for both departments for fiscal matters
Responsible for training student assistants
Responsible for processing 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
Assist in issuing permission codes as needed for designated Anthropology courses
Support faculty and students with travel processes and procedures, verify travel requests
Assist Chair, and department Analyst with faculty recruitment, faculty evaluation processes using e-faculty, and RTP as needed
Independently perform the day-to-day tasks for the operation of the Anthropology department office
Anthropology department event planning and coordination, assist with POLS events, provide back up support as needed
Assist department analyst with inputting and quality control of stateside course scheduling
Manage and maintain confidential records for faculty appointments, recruitments, evaluations, RTP, student data and departmental election records
Submit and track IT service requests, facility work requests and key/access requests
Upload material to the web-based File Management System in Google Drive and maintain files
Troubleshoot office equipment problems and arrange repairs
Prepare and submit reports as requested by the DRO, department Chair and Analyst
Support and update department website
Creating graphics and flyers for department events
Responsible for Special Sessions/intercessions faculty appointments and course scheduling for Anthropology Department
Responsible for maintaining workload information for all Anthropology department Special Sessions programs and intercession courses
Works closely with College of Social Sciences Dean’s office, department chair, program coordinators and department analyst to ensure profitability of intercession and special session programs