Department Office Coordinator

San Jose, California
Jun 01, 2017
Faculty Jobs
Institution Type
Four-Year Institution

Job Title: Department Office Coordinator

Job ID: 24123

Full/Part Time: Full-Time

Regular/Temporary: Regular

Job Code: 1035, Range 2

Department: Humanities


About the Position

The Department Office Coordinator performs a full range of complex administrative support and clerical duties for the department Chair, Faculty, and Students. As the principal liaison between the department and the university, the Department Office Coordinator performs a myriad of duties essential to the representation of the department to the college, university, CSU, and public communities.

Responsibilities include but are not limited to the following:

-Assist department chair in preparing semester course schedules for publication and assigning classrooms. Input semester course schedules in CMS.

-Assist department chair in formulating budgetary projections for academic and YRO faculty salary and supplies and services budget.

-Maintain accounting records for general fund, CERF, and SJSU Foundation accounts. Keep accurate internal expenditures records to reconcile to the Financial Data Warehouse to manage day-to-day operations and year-end roll forwards.

-Maintain program curriculum records and reports such as undergraduate files.

-Provide administrative support to department chair, including correspondence and schedules. Prepare, process and maintain a variety or records and reports (e.g. meeting schedules; faculty schedules). Maintain program schedules for chair.

-Manage and disseminate information regarding deadlines for appointment papers, schedule of classes, contact information, and scheduling for conference room.

-Provide information to students and visitors about program major and minor requirements, department activities, University procedures and policies and respond to student inquiries related to academic requirements and academic records and refer to appropriate department advisor and/or the H&A Student Success Center

-Develop and maintain accurate database of majors and minors in assigned programs, including coordination of mailing to students, creation and maintenance of advisor database.

-Research, troubleshoot and resolve academic-related problems for students and faculty.

-Maintain and gather data and information for department purposes such as compiling and preparing various reports.

-Coordinate temporary and tenure-track faculty appointments including preparation of documents and coordination of procedures with the Dean's office and Faculty Affairs.

-Maintain faculty appointments database, calculate the FTEF and WTU for each temp faculty member, process the appointment and/or reappointment papers for each member in CMS, ensuring the correctness of the salary with department chair.

-Manage and maintain confidential personnel files, records of attendance, absence reports, and other employment records for the department.

-Coordinate successful applicant hire appointment to the university ensuring PeopleSoft compliance and input.

-Troubleshoot new hires problems with university systems (i.e. HR, Traffic and Parking).

-Prepare and distribute SOTES; maintain SOTE logs.

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