Administrative Support Coordinator

Job Summary

Reporting to the Director of Resources & Operations and receiving work lead direction from the School Director, 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 School of Management. If needed, appoint any Graduate and Teaching 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 Interim 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.
• Assist School Director and Analyst with faculty recruitment process.
• Maintain office equipment and order general supplies. Process equipment and service requests.
• Pickup for student assistants, master payroll, and miscellaneous paychecks.
• Approve monthly student payable time.
• Act as a part of the Emergency Drill/Evacuation team for the Business Tower (BT).
• Other tasks as assigned by the School Director, Analyst, or Interim Director of Resources & Operations.
• Temporary Duties: support to the other LCoB Undergraduate departments for Department Coordinator administrative & procurement tasks, as assigned by the Interim Director of Resources & Operations.
• Responsible for following the SJSU travel guide and using 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.
• Prepare and process purchase requisitions, direct pay and employee personal reimbursement claims following University policies & procedures. 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. Reconcile all expenses using CFS Data Warehouse.
• Responsible for coordination and preparation of expenses with department Tower Foundation and Research Foundation accounts. Work with LCoB Resource Team analyst for processes.  

Knowledge, Skills & Abilities

• Ability to understand problems from a broader perspective and anticipate the impact of office. administration problems and solutions on other areas
• Demonstrated ability to provide high level customer service to students, faculty and staff
• Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations
• Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist
• Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
• Strong written and oral communication skills
• Ability to handle multiple work priorities, organize and plan projects
• Demonstrated ability to work cooperatively and professionally with others
• Demonstrated 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 o