Administrative Support Coordinator, Accounting & Finance Dept

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.

• Submit and manage all facility related requests for the Department. Log in the LCoB tracking sheet.
• 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.
• Responsible for processing student grade changes and other student transactions.
• Maintain office equipment and order general supplies. Process equipment and service requests.
• Main staff responsible to pick up and distribute student assistant, master payroll, and miscellaneous warrants (paychecks).
• Provide and recommend information pertaining to faculty travel before and after trips, referencing the SJSU travel guide, Lucas College of Business Finance Hub, Academic Affairs Resource Hub and knowledge of CSU and SJSU travel guidelines.

Use 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.
• Maintain reconciliation of all grants in the annual A&F Budget & Expense Log’.
• 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.

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.
• 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 combined.
• Three years of related office work experience.

Preferred Qualifications

• 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.
• Preferred experience with SJSU systems FTS, CFS, CFS Data Warehouse, PeopleSoft, CSUBuy and CHRS.
• Preferred experience preparing travel reimbursements, purchase requisitions, and reconciling financial transactions.

Compensation

Classification : Administrative Support Coordinator II

Anticipated Hiring Range : $4,707 / month - $4,850 / month

CSU Salary Range : $3,680 / month - $5,417 / 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 .