Department Support Coordinator

San Jose, California
May 19, 2017
Faculty Jobs
Institution Type
Four-Year Institution

Job Title: Department Support Coordinator

Job ID: 24122

Full/Part Time: Full - Time

Regular/Temporary: Regular

Job Code: 1035, Range 1

Department: English


About the Position

The Department Support Coordinator works independently under general supervision to provide a broad range of moderately complex administrative and clerical support for the Department. This position serves as the primary contact and resource for the faculty, students, staff and visitors to the department, and coordinates the overall operation of the department office. This position is responsible for all student program paperwork and program review requirements.

Responsibilities include but are not limited to the following:

-Greet all users to the department, determine nature of business and answer questions appropriately.

-Answer phones, direct calls; serve as department resource for all inquiries.

-Receive, sort and route all correspondence, faxes and web based inquiries.

-Responsible for picking up all department checks for faculty, staff, students and Foundations.

-Coordinate all department absence management; including student messaging, reporting to Admin Analyst, and system entry.

-Responsible for SOTE ordering, tracking, distribution and delivery.

-Coordinate office equipment maintenance and track office supplies for ordering.

-Compile all part-time faculty Annual Summary of Achievements.

-Process direct payment vouchers, checks and purchase requisitions.

-Schedule appointments for the major advisers of undergraduate and credential programs.

-Assist students with add/drop forms, petitions, registration procedures and grade issues.

-Assist students with major paperwork with the Student Success Center.

-Assist in directing the workflow of student assistants.

-Assist Chair with the coordination of various Department Committees: create committee(s) meeting calendar, update committee(s) roster, receive meeting materials, create meeting agendas, take minutes, facilitate the curriculum change process, finalize curriculum changes in accordance with University policy, and maintain committee action records.

-Assist with the coordination of schedule, prepare agenda, and produce evaluation tools for the Research and Faculty Development Committee meetings.

-Assist with department scholarships and grants by receiving application, compiling databases and coordinating award notification.

-Assist department scheduler in preparing semester course schedules for over 200 sections of class for publication and classroom assignment.

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