Department Coordinator (Two Part-Time Positions)

San Jose, CA
May 17, 2018
Institution Type
Four-Year Institution

Job ID: 24564
Full/Part Time: Full-Time
Regular/Temporary: Regular
Job Code: 1035
Department: Urban & Regional Planning


Classification: Administrative Support Coordinator II
Salary Range: $3,115/month - $5,316/month
FLSA status: Non - Exempt

San Jose State University offers employees a comprehensive benefits package. For more information on programs available, please visit

About the Position

*This is two part-time (0.5 FTE) positions working in two different departments. One position is part-time Monday through Friday 8:00am - 12:00pm in African-American Studies and part-time Monday through Friday 1:00pm - 5:00pm in Urban and Regional Planning.*

Under general supervision, both positions independently provides various highly complex administrative and analytical support services to the Department Chair, faculty, students of African - American Studies and Urban and Regional Planning and one university program, CommUniversity. Both positions have sole responsibility for the day to day operations of the department offices. The Department Coordinator is responsible for processing the appointments of temporary faculty; administrative tasks associated with faculty recruitment and retention, tenure and promotion; manages and tracks the department budget; inputs the class schedule; tracks enrollment; trains and supervises student assistants; plans department events; handles confidential information for faculty and students; and distributes information to students, faculty and the general public. These duties must be coordinated with multiple chairs and directors.

Responsibilities include but are not limited to the following:
- Independently perform the day to day tasks for the operation of the department offices.
- Responsible for handling walk-ins and questions from faculty, staff, students and the general public.
- Responsible for department event planning and coordination.
- Responsible for updating the department website.
- Responsible for processing temporary faculty appointments.
- Responsible for faculty office assignments.
- Responsible for fiscal oversight of department budgets for (CSUOF, CERF, SSETF, Research Foundation, and Tower Foundation)
- Responsible for entering class schedule in PeopleSoft and assuring accuracy.
- Responsible for training and supervising student assistants.

Education and Experience

Completion of a high school program, technical/vocational program, or their equivalents and three years of related office work experience.

Preferred Qualifications

- Bachelor's Degree
- Administrative experience working in an office with complex and diverse tasks similar to those in the Department of Economics in the College of Social Sciences.
- Experience analyzing and projecting enrollment and annual budgets based on past and present data.
- Experience working with course scheduling, faculty appointments, (temporary and permanent), recruitments, and other Faculty Affairs/HR procedures.
- Experience with University policies and procedures specifically dealing with the Procurement Services, FD&O, Admissions and Records, and Tower/Research Foundation.
- Experience with Microsoft Office (Word, Excel), PeopleSoft, CMS/FTS/CFS, Interfolio, and email programs such as Gmail.
- Excellent written communication skills.

Knowledge, Skills & Abilities

- Ability to analyze and independently decide appropriate funds/accounts to use for various financial purchases/payments.
- Ability to compose and appropriately format correspondence and reports with a working knowledge of Excel, Word and email.
- Ability to handle multiple tasks, organize work and set priorities.
- Thorough knowledge of scheduling, curriculum processes, and PeopleSoft software.
- Thorough knowledge of classroom/lab needs for each course.
- Thorough knowledge of faculty needs as related to class rooms.
- Excellent customer and public relations skills.
- Thorough knowledge of PeopleSoft Oracle to enter faculty contracts, and obtain faculty and student data.
- Ability to learn and interpret data, policies and procedures and apply that knowledge to departmental decision making.
- Ability to compose and appropriately format correspondence and reports with a working knowledge of Excel, Word and email.
- Excellent oral and written communication skills.
- Ability to work in an environment with constant interruptions.
- Ability to compose and appropriately format correspondence and reports with a working knowledge of Excel, Word and email.
- Ability to use appropriate software (Publisher, Word, email, Adobe etc.).
- Ability to update the department website using appropriate web software.
- Ability to train students to assure their understanding of work assignments.

Posting Date

May 16, 2018

Application Screening

Application Screening begins June 8, 2018
Applications received before that date will receive first consideration.

This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Required Application Material:

Letter of interest
List of References
Letter of Recommendation
Complete SJSU Online Employment Application

Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration.

Note To Applicant

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a conditional 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 conditionally offered the position.

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. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.


All San Jos 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

SJSU is an Equal Opportunity Affirmative Action employer. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, gender, gender identity/expression, sexual orientation, genetic information, medical condition, marital status, veteran status, or disability.

It is the policy of SJSU to provide reasonable accommodations for applicants with disabilities who self disclose.

Contact Information

One Washington Square San Jose, CA 95192-0046
Phone: 408-924-2250


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