Department Coordinator

San Jose, California
Jun 23, 2017
Faculty Jobs
Institution Type
Four-Year Institution

Job Title: Department Coordinator

Job ID: 24149

Full/Part Time: Full-Time

Regular/Temporary: Regular

Job Code: 1035, Range 2

Department: Hospitality Management


About the Position

The Department Coordinator independently performs complex administrative support duties as well as provides fiscal support, personnel, budget, purchasing, scheduling and is the lead person to office staff and student workers. In addition, the Department Coordinator works collaboratively with other department staff to support the new Hospitality, Recreation & Tourism Management Department.

Responsibilities include but are not limited to the following:

-Coordinate, oversee, communicate and perform, as necessary, all administrative office operational duties related to personnel, faculty affairs, tracking all aspects of budget, including interpreting financial reports (COGNOS), purchasing of all equipment (instructional & office), and web resources including senior level administrative work for the department Chair.

-Assist faculty with equipment needs and supplies, including submitting work orders for technological failures and ordering specialty items for courses taught.

-Ensure completeness, accuracy, and timeliness of all operational functions relating to end of year fiscal deadlines.

-Work with Admissions and Records and Institutional Research to obtain semester reports and census lists of new and current students in the department.

-Communicate effectively with students and faculty concerning sudden change in faculty schedules, absenteeism, office hours and teaching schedule.

-Work with Bursar's office, Academic Advising, Undergraduate Studies and all SJSU departments to ensure that all information concerning the department is accurate, up to date and make corrections when necessary.

-Process appointment and reappointment papers for each faculty member and ensure the correctness of the salary as coordinated with the Department Chair and Dean's office. Trak records related to lecturer entitlements and work with Faculty Affairs to make corrections and ensure accuracy. Maintain confidential personnel flies and other employment records for the department.

-Perform activities related to recruitment of faculty, staff and students. When hiring faculty or staff, coordinate with Human Resources, Dean's Office, Faculty Affairs, and Department, support development of interview questions, coordinate interview schedule and travel, and process paperwork for Human Resources/Faculty Affairs.

-Monitor and reconcile accounts in General Fund, I.E.S., Research and Tower Foundation, SJSU Scholarship accounts, and Course Fees account.

-Process and monitor all budget expenditures for the annual Pebble Beach Event through the Research Foundation, as well as track faculty and student appointment forms, timesheets and payment.

-Analyze data and use accurate projections for mid-year projections, third quarter analysis, budget reduction reports, enrollment planning and other budget reports.

-Perform activities related to payroll, including collection of payroll vouchers, payroll records, and payroll warrant distribution for faculty, staff and student assistants.

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