Administrative Services Coordinator

Job Summary

Reporting to the Senior Associate Vice President for Finance and receiving direction from the Finance leadership team, the Administrative Services Coordinator performs a wide range of professional administrative and support duties in a large and complex administrative office with multiple work units. The incumbent is responsible for the complete workflow, evaluation and recommendations for the units' administrative processes. This includes research, analysis, and evaluation of information as well as developing solutions. The incumbent maintains data for reports; prepares requisitions; manages and tracks expenses and budgets, prepares statistical and analytical reports to support internal management needs.

Key Responsibilities

• Manage day-to-day administrative support for department operational
• Handle calls, emails, and department mail
• Generate administrative requests and track outcomes for facility support and work orders, generate requisitions and pro-card expenses; travel authorizations and reimbursements
• Manage and update department websites, location maps, and other informational materials 
• Develop and maintain standard office procedures and manuals
• Assist Senior AVP and Directors with communications, calendars, committee memos and minutes, special projects and reports
• Assist in planning and implementation of team trainings, meetings, and retreats 
• Assist in creating, updating, and distributing documents for Finance & Business Services
• Assist with the development and planning of trainings, communications, and system roll outs as part of the Finance & Business Services team
• Manage and track budget and expenses
• Review monthly reports through Data Warehouse for analysis and reconciliation
• Assist with recruitments, employee onboarding/off boarding, manage the building access requests; track equipment assignments

Knowledge, Skills & Abilities

• Ability to fully functional in all technical aspects of work assignments
• Ability to independently handle multiple work unit priorities and projects
• Expertise in using office software packages, technology, and systems
• Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area
• Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions
• Ability to effectively write and present own reports
• Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations

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
• Four years of office experience
• Experience with common office applications such as Microsoft, Google, DocuSign
• Experience with SJSU applications such as PeopleSoft,  Common Finance System, Financial Transaction Services, Common Human Resource Systems

Compensation

Classification: Administrative Support Coordinator II
Anticipated Hiring Range: $3,540/month - $4,032/month
Salary Range: $3,352/month - $5,639/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: January 3, 2022 through January 19, 2022. 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
[email protected]
408-924-2252

CSU Vaccination Policy

The CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement as a condition of employment. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/  and questions may be sent to [email protected] .

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.

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).