Department Coordinator

California State University • San Jose, CA

2d

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 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

• 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)
• 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 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
• Excellent customer service and public relations skills
• Ability to be an excellent team player
• 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 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
• Experience creating content for and with maintaining websites

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
• 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
• 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

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 [https://www.calstate.edu/csu-system/careers/benefits].

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1-10 employees