Job Summary
* This is a part-time (0.5 FTE) benefited position.
*
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 reportsAssist analyst with reconciling Research and Tower Foundation accounts to Foundation reports monthlyProvide balance and expenditure information to the director as backup to the analystReconcile operating fund and foundation Pro-cards and Go-cards monthlyPrepare Operating Fund and Foundation travel authorizations and expense reimbursements for faculty and studentsPrepare, process, and review procard and go cards purchases, purchase requisitions, travel authorizations and reimbursements, other reimbursements, and direct payments as neededCollaborate with analyst on budget related projectsResponsible for training student assistantsResponsible for processing ISA and Student Assistant appointmentsAssure student time is submitted by University Personnel deadlines so that students are paid in a timely mannerAssist faculty and school director with grade changes, clearing incompletes, and other similar tasksAssist in issuing permission codes as needed for designated School program codesSupport faculty and students with travel processes and proceduresAssist director and analyst with faculty recruitment, temporary faculty evaluations and RTP tasks as neededIndependently perform the day-to-day tasks for the operation of the school officesSchool event planning and coordinationAssist director and analyst with entering class schedule information into the system, and with quality control of course schedulingManage 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 (., Gmail, Google drive), database management, AdobeAcrobat, and graphics design software (., Illustrator, InDesign, or Photoshop)Knowledge of fund accounting practices and the ability to maintain multiple detailed spreadsheetsAbility to communicate with constituents in a professional and respectful mannerThorough 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 perform accurately in a detail-oriented environmentAbility to work with faculty to obtain appropriate documents for appointments and evaluationsAbility to learn and interpret data, policies and procedures, and apply that knowledge to departmental decision makingThorough knowledge of the curriculum change procedure and catalog due datesThorough knowledge of the hiring process for student assistantsAbility to determine the optimal use of student time based on the priorities of the office workAbility to train students to assure their understanding of work assignmentsAbility to maintain confidentiality and appropriately handle sensitive communications with employees and the external agenciesAbility to work with campus organizations and outside vendors to plan, organize, and implement eventsStrong oral and written communications skillsExcellent customer service and public relations skillsAbility to communicate with constituents in a professional and respectful manner Required Qualifications
Completion of a high school program, technical/vocational program, or their equivalents combinedThree years of related office work experience Preferred Qualifications
Bachelor’s DegreeAdministrative 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 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, CMS/FTS,CFS, G Suite (., 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 .
Application Procedure
Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:
ResumeLetter of Interest All applicants must apply within the specified application period: August 22, 2025 through August 5, 2025.
This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.
Contact Information
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