Administrative Support Coordinator II

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 .