Job Summary

Reporting to the Director of Resources and Operations for the Lurie College of Education, and receiving work direction from the Child & Adolescent Development Department and the Educational Leadership Department, the incumbent provides administrative support to each of these departments. Performs duties under direct supervision to achieve specified outcomes. This position performs a full range of clerical and administrative support duties for the department, including, but not limited to: front desk support and answering phones; greeting all visitors and students; assisting with events and scheduling appointments; tracking and ordering office supplies; mail distribution; student relations and assistance with questions and problems; budget responsibilities, assisting with hiring, supervision, and oversight for the department’s Student Assistants time reporting and their payroll approval. The Administrative Support Coordinator will also fill in as needed when the analyst is not available. The incumbent will be required to demonstrate independent decision making, as well as strong organizational skills. The position is responsible for analysis of daily operational systems and provides support to staff, students, faculty and the community.

 

Key Responsibilities

CHAD General Administrative Duties

• Act as frontline point of contact, answer phones, respond to department inbox emails, greet faculty, staff, students, and visitors.
• Serve as a point of contact for student inquiries (forms, policies/department procedures).
• Maintain office records for faculty and students (such as updating digital records as needed).
• Assist with the coordination of student assistants. Provide action and guidance in areas of office operations.

CHAD Student Records and Related Processes

• Prepare and process student paperwork. Analyze transcripts, verify documents provided by students, create and prepare advising documentation for advisors. Support with transcript evaluation requests (e.g., for CSET waivers).
• Prepare student documentation for forms and petitions (including, but not limited to change of/add of major and minor forms, graduation date change forms, and excess unit petitions.
• Maintain and update department student records.
• Provide support scheduling student advising appointments.

CHAD Finance and Budget

• Offer assistance and support to ChAD faculty for Professional Development funding, including but not limited to purchasing, reimbursements, budgeting/planning, and student assistant hires.
• CHAD Faculty Recruitment, Appointments, and Evaluation Support
• Backup support for the Department Chair and Analyst with recruitment/search processes, including advertising, file management, campus visits, and recruitment reports, in compliance with university policies.

CHAD Preschool Lab

• Provide ongoing support and assistance for all matters involving the Preschool Labs.
• Facilitate student assistant and substitute teacher recruitment, hiring, and time reporting processes.

CHAD Special Projects

• Update and maintain the department website as needed for accuracy, in consultation with the Department Chair and Analyst.
• Co-coordinate the administration of department facilities and resources. Serve as the first point of contact for all FD&O requests and projects. Facilitate projects and track progress as needed.

EDLD Department Support

• Manage day-to-day administrative support for department operational needs.
• Serve as primary point of contact for chair, faculty, staff, and students.
• Manage departmental forms, brochures, informational materials, flyers, and web pages.

EDLD University Personnel & Finance Support

• Manage and track department accounts which include General Fund, PACE Fund, and Tower accounts and responsible for monthly reconciliation for all accounts.
• Provide budget analysis and generates status reports for chair.
• Manage FTS travel transactions for chair and faculty.

EDLD Academic Scheduling and Faculty Appointments

• Assist chair in preparing the class schedule and assigning classrooms.
• Enter schedule in Peoplesoft and correct and complete academic scheduling reports.
• Assist chair with faculty evaluations.
• Assist chair with faculty recruitments such as arranging travel, scheduling rooms and meals.

EDLD Admissions, Student Support, Reporting and Databases

• Manage admissions process for all incoming applications as well as department database.
• Create and support outreach and recruitment efforts, including working with GEM Office.
• Extract data to present reports on student outcomes and their progress towards a credential/degree.
• Extract data and present reports for faculty workload in relation to department budget.
• Analyze enrollment data to support department’s decision-making needs to project future enrollment trends.

EDLD Administrative Office Duties

• Manage student assistant hire process, schedules and workloads.
• Acts as front-line receptionist, answers phones, greets faculty, staff, students, and visitors.

 

Knowledge, Skills & Abilities

• Ability to perform standard business math, calculate ratios, track financial data, and make simple projections.
• Skilled in making purchases, processing travel reimbursements, and any other financial transactions.
• Skilled or ability working with CMS Data Warehouse, FTS systems and other campus systems.
• Ability to learn the hiring of faculty and/or student assistants.
• Knowledge of processing payments for department employees and preschool.
• Knowledge of and ability to learn professional general business office procedures and practices.
• Ability to compose and appropriately format correspondence and reports.
• Ability to submit projects and departmental tasks in a timely manner.
• Working knowledge of computer applications such as MS Word, Excel, Adobe, PowerPoint, File Maker Pro and Internet tools. Working knowledge of campus CMS systems, OnBase, Docusign, OU Campus, etc. (Training available).
• Ability to learn, interpret independently, and apply a variety of complex policies and procedures.
• Strong oral communication skills. Must possess excellent customer service and public relation skills.
• Ability to communicate with constituents in a professional and respectful manner.

 

Required 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 or similar experience. 
• Administrative experience working in an office with complex and diverse tasks.
• Excellent written communication skills.
• Excellent customer service.
• Experience with following campus/department 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, Google Suite (e.g., Gmail, Google Drive), Adobe Acrobat, DocuSign.

 

Compensation

Classification: Administrative Support Coordinator II
Anticipated Hiring Range: $4,707/month - $5,130/month
CSU Salary Range: $4,058/month - $6,653/month

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.

 

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:

• Resume
• Letter of Interest

All applicants must apply within the specified application period: October 17, 2024 through November 3, 2024. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

 

Contact Information

University Personnel
jobs@sjsu.edu
408-924-2252

 

CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu.

 

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.

The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.

SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)

All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

 

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification: 

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at clerycompliance@sjsu.edu.

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf. The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at uhs-frontdesk@sjsu.edu.

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

 

Equal Employment Statement

San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus).