Department Coordinator

San Jose, CA
Sep 15, 2018
Institution Type
Four-Year Institution

Job ID: 24743
Full/Part Time: Full-Time
Regular/Temporary: Regular
Job Code: 1035
Department: College of Health & Human Sci


Classification: Administrative Support Coordinator - II
Salary Range: $3,115 /month - $5,475
FLSA status: Nonexempt

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

About the Position

Performs duties under general direction but works independently to achieve specified outcomes. Under general direction, this position independently provides moderately complex administrative support to students, faculty, and staff of the College of Health and Human Sciences.

Responsibilities include but are not limited to the following:

1. Administrative support:
-Provide general administrative support for two college Associate Deans, including calendar maintenance and meeting coordination.
-Provide senior level administrative work related to Military Science for the Associate Dean of the College.
-Draft letters and edit reports and correspondence.
-Serve as expert resource for college faculty, staff and students on university policy and procedures.
-Serve as expert resource for college faculty and staff on campus online management systems (Curriculog, DocuSign, etc.).

2. Coordinate space use and curriculum:
-Coordinate space utilization and college-wide scheduling process for lecture rooms with departments (including Military Science, other colleges and Academic Scheduling) to maximize college allocation.
-Coordinate curriculum process; act as liaison with Graduate and Undergraduate Programs (GUP), maintain curriculum files, oversee processing of all major and minor curriculum forms in college and update undergraduate and graduate catalog for Military Science.

3. Special events and projects:
-Coordinate and/or assist with special events and projects utilizing organizational skills in the development, production, and completion of special department events such as college-wide Dean's Awards Reception.

4. College-wide work:
-Provide Administrative support for four college committees (Curriculum Advising Council, CEED and Student Affairs) including constituting them, coordinating and facilitating ten faculty/student awards and grants throughout the academic year (CSU Mini Grant, Outstanding Student Researcher, Outstanding Thesis, Outstanding Student Awards, Outstanding Staff Award, SJSU Alumni Scholarship, Professional Development/Lottery Grant awards. Outstanding faculty and Junior Faculty Career Development Grants) and projecting academic year timelines.
-Serve as ex-officio member on the Student Affairs Committee, providing continuity to committee, organize and plan meetings, anticipate and propose agenda to chairs; facilitate discussion.
-Coordinate college-wide scholarship grant reviews by appropriate college committee.

5. CASA International Experience Initiative:
-Provide administrative support for the college international initiative.
-Develop and maintain the international experience website and social media sites.
-Coordinate marketing including the production of written materials.
-Coordinate purchase of marketing materials.
-Coordinate with CIES and departmental coordinators to organize student information sessions and other events.
-Assist students in researching of study abroad programs and financial aid.
-Provides work lead direction to students.

Education and Experience

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

Preferred Qualifications

-Bachelors degree
-Experience coordinating & scheduling lecture rooms.
-Excellent written and communication skills.
-Experience coordinating curriculum processes.
-Experience planning and scheduling meetings.
-Experience handling confidential information.
-Advanced computer skills in MS Office, PowerPoint, Excel and experience using these programs.

Knowledge, Skills & Abilities

-Ability to analyze and determine administrative routines and tasks needed for projects.
-Ability to analyze operational and procedural problems, develop, recommend, and evaluate proposed solutions.
-Ability to compose and appropriately format correspondence and reports.
-Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
-Ability to handle multiple work priorities, organize and plan work and projects.
-Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies.
-Ability to organize and schedule large numbers of participants, room scheduling, catering liaison.
-Ability to perform accurately in a detail-oriented environment.
-Ability to provide work lead direction and train others.
-Ability to quickly learn and apply a variety of state, federal, CSU, and SJSU policies and procedures.
-Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
-Expertise in using office software packages (word processing, spreadsheet, database management), technology, and systems (PC and CMS PeopleSoft).
-Good organizational skills to keep multiple tasks on schedule.
-Strong oral communication skills. Must possess excellent customer service and public relations skills.
-Thorough knowledge of methods, procedures and practices; English grammar, business writing, punctuation and spelling.
-Working knowledge of SJSU and CSU policies (travel, hospitality, and research policies).
-Working knowledge of spreadsheet software to communicate and organize events.
-Working knowledge of spreadsheets for tracking proposal process and reports.

Posting Date

September 15, 2018

Application Screening

Application Screening begins September 29, 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 -PDF

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 driminal 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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