Department Coordinator

Department Coordinator

Apply now Job no: 531179 Work type: Staff Location: San José Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time

Job Summary

Reporting to the Director of Resources and Operations, and receiving work direction from the Department Chair, under general supervision, the Department Coordinator independently provides various administrative and support services to the Department Chair, faculty, and students of the African American Studies Department. This position has responsibility for the day-to-day operations of the department offices and works collaboratively with the CCS Department Analyst to support the SJSU Ethnic Studies Collaborative. The Department Coordinator is responsible for reconciling the department Research Foundation accounts, operating expenses in the Operating Fund, and PACE funds as well as other accounts/funds for the department. This position is also responsible for training student assistants; processing ISA and Student Assistant appointments; planning and coordinating department events; handling faculty and student confidential information; distributing information to students, faculty and the general public; submitting and tracking facility and key requests; processing and reviewing travel and other reimbursement requests.

Key Responsibilities

Reconcile operating fund expense budget to Data Warehouse reports

Reconcile Research and Tower Foundation accounts to Foundation reports monthly

Provide balance and expenditure information to the department Chair

Reconcile operating fund and foundation Pro-cards and Go-cards monthly

Prepare Operating Fund and Foundation travel authorizations and expense reimbursements for faculty and students

Process and review purchase requisitions, travel authorizations and reimbursements, other reimbursements, and direct payments as needed

Collaborate with CCS department Analyst on budget related projects

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 African American Studies courses

Support faculty and students with travel processes and procedures

Assist Chair with faculty recruitment, temporary faculty evaluations and RTP as needed

Responsible for student outreach

Independently perform the day-to-day tasks for the operation of the department offices

Department event planning and coordination

Knowledge, Skills & Abilities

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 maximize productivity through the use of appropriate tools

Ability to ensure completeness, accuracy, and timeliness of all operational functions

Ability to perform accurately in a detail-oriented environment

Ability to work in an environment with interruptions

Ability to work with diverse students, staff, and faculty

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

Thorough knowledge of the hiring process for student assistants

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

Ability to quickly learn and apply a variety of state, federal, CSU, and SJSU policies and procedures

Knowledge of methods, procedures and practices

Strong oral and written communications skills

Excellent customer service and public relations skills

Ability to communicate with constituents in a professional and respectful manner

Ability to be an excellent team player

Thorough knowledge of University, state and federal rules and regulations

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

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

Compensation

Classification: Administrative Support Coordinator II Anticipated Hiring Range: $4,465/month - $4,500/month CSU Salary Range: $3,681/month - $6,034/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: August 22, 2023 through September 7, 2023. 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 [email protected] 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 [email protected].

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 [email protected].

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- [email protected].

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).

Advertised: August 22, 2023 (9:00 AM) Pacific Daylight Time Applications close: Open Until Filled

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