Job Summary

The Lucas College and Graduate School of Business (LCoB) at San Jose State University is the institution of opportunity for Silicon Valley, providing dynamic business education programs and innovative applied research opportunities to people of all aged and background. By supporting a culture of continuous improvement, the Lucas College of Business empowers individuals to transform their lives through the pursuit of relevant professional development.

Reporting to the Director of Resources & Operations and receiving work lead direction from the Department Chair, the Administrative Support Coordinator provides administrative support to the department in the Lucas College of Business (LCoB).

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.

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: October 17, 2024 through October 31, 2024. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

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: 

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 clerycompliance@sjsu.edu.

Pursuant 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 uhs-frontdesk@sjsu.edu.

Campus 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 Statement

San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff 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).