Department Coordinator at InsideHigherEd

Job no: 553624Work type: StaffLocation: San JoséCategories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled) Job SummaryReporting to the Director of Resources and Operations and receiving work direction from the Administrative Analyst, under general supervision, the Department Coordinator independently provides various administrative and support services to the Department Chair, Administrative Analyst, faculty, and students of the Communications Studies Department. This position has responsibility for the day-to-day operations of the department office and works collaboratively with the Department Analyst to support the department. The Department Coordinator is responsible for inputting course schedules for stateside and special sessions, collaborating with the school analyst on preparing faculty appointments, planning and monitoring faculty workload and maintaining spreadsheets, and with planning and coordinating department events. Under the guidance of the department analyst, other responsibilities include training and supervision of student assistants; processing Instructional Student Assistant and Student Assistant Appointments; reconciling the department Research, Tower Foundation accounts and operating expenses in the Operating Fund, and PACE/special session funds, and serves as backup to the Department Analyst. This position handles faculty and student confidential information including managing changes of grade; distributing information to students, faculty and the general public; submitting and tracking facility work requests and key/access requests; reviewing and processing travel and other reimbursement requests. Key ResponsibilitiesAssist department analyst in reconciling operating and special session fund expenses to Data Warehouse reportsReconcile Research and Tower Foundation accounts to Foundation reports monthlyProvide balance and expenditure information to the department Chair and department AnalystReconcile operating fund and foundation Pro-cards and Go-cards monthlyPrepare Operating Fund and Foundation travel authorizations and expense reimbursements for faculty and studentsProcess and review purchase requisitions, travel authorizations and reimbursements, other reimbursements, and direct payments as neededResponsible for training student assistantsResponsible for processing ISA and Student Assistant appointmentsAssure student time is submitted by UP deadlines so that students are paid in a timely mannerAssist faculty and chair in grade changes, clearing incompletes, and other similar tasksAssist in issuing permission codes as needed for designated Communication Studies coursesSupport faculty and students with travel processes and procedures, verify travel requestsAssist Chair, and department Analyst with faculty recruitment, temporary faculty evaluations and RTP as neededResponsible for student outreachIndependently perform the day-to-day tasks for the operation of the department officesAssist with department event planning and coordinationAssist department analyst with inputting and quality control of stateside course schedulingManage and maintain confidential records for faculty appointments, recruitments, evaluations, RTP, student data and departmental election recordsAssist chair with faculty evaluations processes using e-faculty systemManage and maintain department mailroom and email inboxManage and maintain office supplies and inventorySubmit and track IT service requests, facility work requests and key/access requestsRespond to a wide range of in-person, telephone, and email inquiries from students, faculty, staff and the publicAct as a liaison to the University community and the general publicUpload material to the web-based File Management System in Google Drive and maintain filesTroubleshoot office equipment problems and arrange repairsSupport and update department websiteCreating graphics and flyers for department eventsAct as back-up to Department Analyst as needed  Responsible for Special Sessions/intercessions faculty appointments and course schedulingResponsible for maintaining workload information for all Communication Studies department Special Sessions programs and intercession courses Knowledge, Skills & AbilitiesAbility to communicate with constituents in a professional and respectful mannerKnowledge 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 spreadsheetsKnowledge of PeopleSoft/CMS HR, Student Admin. FTS, CFS, Data Warehouse, SAMI, and Student Data WarehouseThorough knowledge of SJSU financial processes – procurements, accounts payable, and accounting servicesAbility to extract and analyze data and reports from all SJSU financial systems: FTS, CFS, CFS Data WarehouseAbility to handle multiple work priorities, and independently prioritize, organize and plan work and projectsAbility to maximize productivity through the use of appropriate toolsAbility to ensure completeness, accuracy, and timeliness of all operational functionsAbility to work in an environment with interruptionsAbility to work with faculty to obtain appropriate documents for appointments and evaluationsThorough knowledge of the curriculum change procedure and catalog due datesAbility to train students to assure their understanding of work assignmentsAbility to work with campus organizations and outside vendors to plan, organize, and implement eventsStrong oral and written communications skillsExcellent customer service and public relations skills Required QualificationsCompletion of a high school program, technical/vocational program, or their equivalentsThree years of related office work experience Preferred QualificationsBachelor’s DegreeAdministrative experience working in an office with complex and wide-ranging tasks similar to the Department of Communication Studies in the College of Social SciencesExcellent written communication skillsExcellent customer service and public relations skillsExperience 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 requestsExperience with Microsoft Office Suite, PeopleSoft, G Suite (e.g., Gmail, Google Drive), graphics design software, Adobe Acrobat, DocuSignExperience creating content for and with maintaining websites CompensationClassification: Administrative Support Coordinator IIAnticipated Hiring Range: $4,727/month - $5,016/month (Step 5 - Step 8)CSU Salary Range: $4,367/month - $6,362/month (Step 1 – Step 20)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 ProcedureClick Apply Now to complete the SJSU Online Employment Application and attach the following documents:ResumeLetter of InterestAll applicants must apply within the specified application period: December 2, 2025 through December 16, 2025. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university. Contact InformationUniversity [email protected] CSU Vaccination PolicyThe 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 InformationSatisfactory 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] 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 [email protected] 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 StatementSan José State University is an equal opportunity employer. The university prohibits discrimination based on age, ancestry, caste, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, marital status, medical condition, military status, nationality, race, religion, religious creed, sex, sexual orientation, sex stereotype, and veteran status. This policy applies to all San José State University students, faculty, and staff, as well as university 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). Reasonable accommodation is made for applicants with disabilities who self-disclose. 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. Advertised: December 02, 2025 (9:00 AM) Pacific Standard TimeApplications close: Open until filledWhatsappFacebookLinkedInEmail App if (typeof SocialShareKit != 'undefined') { SocialShareKit.init({ forceInit: true, reinitialize: true, selector: '.social-share-kit .ssk' }); }