The California State University
Administrative Support Coordinator (Part-Time)
The California State University, San Jose, California, United States, 95199
Job Overview
The Administrative Support Coordinator role is a part-time (0.5 FTE) benefited position at The California State University. Reporting to the Director of Resources and Operations and receiving work direction from the Administrative Analyst, under general supervision, the Administrative Support Coordinator independently provides various administrative and support services to the Director, faculty, and students of the School of Planning, Policy, and Environmental Studies. This position has responsibility for the day-to-day operations of the school office and works collaboratively with the Analyst and Administrative Support Coordinator to support the School of Planning, Policy, and Environmental Studies. The Coordinator is responsible for inputting course schedules, collaborating with the school analyst on preparing faculty appointments, and planning and coordinating department events. This position is also responsible for training student assistants; processing Instructional Student Assistant and Student Assistant Appointments; and reconciling the department Research Foundation accounts, operating expenses in the Operating Fund, and PACE/special session funds as well as other accounts/funds for the school and serves as backup to the Analyst. Handles faculty and student confidential information including managing changes of grade; distributing information to students, faculty and the general public; submitting and tracking facility and key requests; reviewing and processing travel and other reimbursement requests.
Key Responsibilities
Assist analyst with entering transactions and reconciling operating fund expense budget to Common financial Systems (CFS) Data Warehouse reports
Assist analyst with reconciling Research and Tower Foundation accounts to Foundation reports monthly
Provide balance and expenditure information to the director as backup to the analyst
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
Prepare, process, and review procard and go cards purchases, purchase requisitions, travel authorizations and reimbursements, other reimbursements, and direct payments as needed
Collaborate with analyst on budget related projects
Responsible for training student assistants
Responsible for processing ISA and Student Assistant appointments
Assure student time is submitted by University Personnel deadlines so that students are paid in a timely manner
Assist faculty and school director with grade changes, clearing incompletes, and other similar tasks
Assist in issuing permission codes as needed for designated School program codes
Support faculty and students with travel processes and procedures
Assist director and analyst with faculty recruitment, temporary faculty evaluations and RTP tasks as needed
Independently perform the day-to-day tasks for the operation of the school offices
School event planning and coordination
Assist director and analyst with entering class schedule information into the system, and with quality control of course scheduling
Manage and maintain confidential records for faculty appointments, recruitments, evaluations, RTP, student data and departmental election records
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
Ability to communicate with constituents in a professional and respectful manner
Thorough knowledge of SJSU financial processes – procurements, accounts payable, and accounting services
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
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
Strong oral and written communications skills
Excellent customer service and public relations 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 combined
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 School of Planning, Policy, and Environmental 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: $2,362.50/month - $2,480.50/month (Part-Time)
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: August 22, 2025 through September 5, 2025. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.
Work Schedule Monday - Friday, 1:00 p.m. to 5:00 p.m.
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:
The Annual Security Report (ASR) is available for viewing at the provided link. The Annual Fire Safety Report (AFSR) is available for viewing at the provided link. For questions, contact the Clery Director or Housing Office.
Equal Employment Statement: San José State University is an equal opportunity employer. The university prohibits discrimination based on age, ancestry, caste, color, disability, ethnicity, gender, gender identity, genetic information, marital status, medical condition, military status, nationality, race, religion, sex, sexual orientation, and veteran status. Reasonable accommodation is made for applicants with disabilities. San José State University employees are mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with CSU Executive Order 1083 as a condition of employment.
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The Administrative Support Coordinator role is a part-time (0.5 FTE) benefited position at The California State University. Reporting to the Director of Resources and Operations and receiving work direction from the Administrative Analyst, under general supervision, the Administrative Support Coordinator independently provides various administrative and support services to the Director, faculty, and students of the School of Planning, Policy, and Environmental Studies. This position has responsibility for the day-to-day operations of the school office and works collaboratively with the Analyst and Administrative Support Coordinator to support the School of Planning, Policy, and Environmental Studies. The Coordinator is responsible for inputting course schedules, collaborating with the school analyst on preparing faculty appointments, and planning and coordinating department events. This position is also responsible for training student assistants; processing Instructional Student Assistant and Student Assistant Appointments; and reconciling the department Research Foundation accounts, operating expenses in the Operating Fund, and PACE/special session funds as well as other accounts/funds for the school and serves as backup to the Analyst. Handles faculty and student confidential information including managing changes of grade; distributing information to students, faculty and the general public; submitting and tracking facility and key requests; reviewing and processing travel and other reimbursement requests.
Key Responsibilities
Assist analyst with entering transactions and reconciling operating fund expense budget to Common financial Systems (CFS) Data Warehouse reports
Assist analyst with reconciling Research and Tower Foundation accounts to Foundation reports monthly
Provide balance and expenditure information to the director as backup to the analyst
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
Prepare, process, and review procard and go cards purchases, purchase requisitions, travel authorizations and reimbursements, other reimbursements, and direct payments as needed
Collaborate with analyst on budget related projects
Responsible for training student assistants
Responsible for processing ISA and Student Assistant appointments
Assure student time is submitted by University Personnel deadlines so that students are paid in a timely manner
Assist faculty and school director with grade changes, clearing incompletes, and other similar tasks
Assist in issuing permission codes as needed for designated School program codes
Support faculty and students with travel processes and procedures
Assist director and analyst with faculty recruitment, temporary faculty evaluations and RTP tasks as needed
Independently perform the day-to-day tasks for the operation of the school offices
School event planning and coordination
Assist director and analyst with entering class schedule information into the system, and with quality control of course scheduling
Manage and maintain confidential records for faculty appointments, recruitments, evaluations, RTP, student data and departmental election records
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
Ability to communicate with constituents in a professional and respectful manner
Thorough knowledge of SJSU financial processes – procurements, accounts payable, and accounting services
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
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
Strong oral and written communications skills
Excellent customer service and public relations 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 combined
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 School of Planning, Policy, and Environmental 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: $2,362.50/month - $2,480.50/month (Part-Time)
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: August 22, 2025 through September 5, 2025. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.
Work Schedule Monday - Friday, 1:00 p.m. to 5:00 p.m.
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:
The Annual Security Report (ASR) is available for viewing at the provided link. The Annual Fire Safety Report (AFSR) is available for viewing at the provided link. For questions, contact the Clery Director or Housing Office.
Equal Employment Statement: San José State University is an equal opportunity employer. The university prohibits discrimination based on age, ancestry, caste, color, disability, ethnicity, gender, gender identity, genetic information, marital status, medical condition, military status, nationality, race, religion, sex, sexual orientation, and veteran status. Reasonable accommodation is made for applicants with disabilities. San José State University employees are mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with CSU Executive Order 1083 as a condition of employment.
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