Department Coordinator

Job Summary

Reporting to the Director of Resources and Operations and receiving work direction from the Administrative Analyst, under general supervision, the Department Coordinator independently provides various administrative and support services to the Department Chair, Administrative Analyst, faculty, and students of the Communications Studies Department. This position has responsibility for the day-to-day operations of the department office and works collaboratively with the Department Analyst to support the department. The Department Coordinator is responsible for inputting course schedules for stateside and special sessions, collaborating with the school analyst on preparing faculty appointments, planning and monitoring faculty workload and maintaining spreadsheets, and with planning and coordinating department events.

Under the guidance of the department analyst, other responsibilities include training and supervision of student assistants; processing Instructional Student Assistant and Student Assistant Appointments; reconciling the department Research, Tower Foundation accounts and operating expenses in the Operating Fund, and PACE/special session funds, and serves as backup to the Department Analyst. This position handles faculty and student confidential information including managing changes of grade; distributing information to students, faculty and the general public; submitting and tracking facility work requests and key/access requests; reviewing and processing travel and other reimbursement requests.

Key Responsibilities

• Assist department analyst in reconciling operating and special session fund expenses to Data Warehouse reports
• Reconcile Research and Tower Foundation accounts to Foundation reports monthly
• Provide balance and expenditure information to the department Chair and department Analyst
• Reconcile operating fund and foundation Pro-cards and Go-cards monthly
• Prepare Operating Fund and Foundation travel authorizations and expense reimbursements for faculty and students
• Process and review purchase requisitions, travel authorizations and reimbursements, other reimbursements, and direct payments as needed
• Responsible for training student assistants
• Responsible for processing ISA and Student Assistant appointments
• Assure student time is submitted by UP deadlines so that students are paid in a timely manner
• Assist faculty and chair in grade changes, clearing incompletes, and other similar tasks
• Assist in issuing permission codes as needed for designated Communication Studies courses
• Support faculty and students with travel processes and procedures, verify travel requests
• Assist Chair, and department Analyst with faculty recruitment, temporary faculty evaluations and RTP as needed
• Responsible for student outreach
• Independently perform the day-to-day tasks for the operation of the department offices
• Assist with department event planning and coordination
• Assist department analyst with inputting and quality control of stateside course scheduling
• Manage and maintain confidential records for faculty appointments, recruitments, evaluations, RTP, student data and departmental election records
• Assist chair with faculty evaluations processes using e-faculty system
• Manage and maintain department mailroom and email inbox
• Manage and maintain office supplies and inventory
• Submit and track IT service requests, facility work requests and key/access requests
• Respond to a wide range of in-person, telephone, and email inquiries from students, faculty, staff and the public
• Act as a liaison to the University community and the general public
• Upload material to the web-based File Management System in Google Drive and maintain files
• Troubleshoot office equipment problems and arrange repairs
• Support and update department website
• Creating graphics and flyers for department events
• Act as back-up to Department Analyst as needed
• Responsible for Special Sessions/intercessions faculty appointments and course scheduling
• Responsible for maintaining workload information for all Communication Studies department Special Sessions programs and intercession courses

Knowledge, Skills & Abilities

• Ability to communicate with constituents in a professional and respectful manner
• Knowledge of software applications: Docusign, word processing, spreadsheets, G Suite (e.g., Gmail, Google drive), database management, Adobe Acrobat, and graphics design software (e.g., Illustrator, InDesign, or Photoshop)
• Knowledge of fund accounting practices and the ability to maintain multiple detailed spreadsheets
• Knowledge of PeopleSoft/CMS HR, Student Admin. FTS, CFS, Data Warehouse, SAMI, and Student Data Warehouse
• Thorough knowledge of SJSU financial processes - procurements, accounts payable, and accounting services
• Ability to extract and analyze data and reports from all SJSU financial systems: FTS, CFS, CFS Data Warehouse
• Ability to handle multiple work priorities, and independently prioritize, organize and plan work and projects
• Ability to maximize productivity through the use of appropriate tools
• Ability to ensure completeness, accuracy, and timeliness of all operational functions
• Ability to work in an environment with interruptions
• Ability to work with faculty to obtain appropriate documents for appointments and evaluations
• Thorough knowledge of the curriculum change procedure and catalog due dates
• Ability to train students to assure their understanding of work assignments
• Ability to work with campus organizations and outside vendors to plan, organize, and implement events
• Strong oral and written communications skills
• Excellent customer service and public relations skills

Required Qualifications

• Completion of a high school program, technical/vocational program, or their equivalents
• Three years of related office work experience

Preferred Qualifications

• Bachelor’s Degree
• Administrative experience working in an office with complex and wide-ranging tasks similar to the Department of Communication Studies in the College of Social Sciences
• Excellent written communication skills
• Excellent customer service and public relations skills
• Experience with SJSU policies and procedures specifically dealing with Procurement Services, FD&O, Admissions and Records, Tower/Research Foundation and processing of invoices/reimbursements/requisitions/and travel requests
• Experience with Microsoft Office Suite, PeopleSoft, G Suite (e.g., Gmail, Google Drive), graphics design software, Adobe Acrobat, DocuSign
• Experience creating content for and with maintaining websites

Compensation

Classification: Administrative Support Coordinator II
Anticipated Hiring Range: $4,727/month - $5,016/month (Step 5 - Step 8)
CSU Salary Range: $4,367/month - $6,362/month (Step 1 - Step 20)

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary .

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:

• Resume
• Letter of Interest

All applicants must apply within the specified application period: December 2, 2025 through December 16, 2025. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

University Personnel
jobs@sjsu.edu
408-924-2252

CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu .

Additional Information

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

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. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.

SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)

All San José 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. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at clerycompliance@sjsu.edu .

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf . The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at uhs-frontdesk@sjsu.edu .

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

Equal Employment Statement

San José State University is an equal opportunity employer. The university prohibits discrimination based on age, ancestry, caste, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, marital status, medical condition, military status, nationality, race, religion, religious creed, sex, sexual orientation, sex stereotype, and veteran status. This policy applies to all San José State University students, faculty, and staff, as well as university programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus). Reasonable accommodation is made for applicants with disabilities who self-disclose. San José 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.

Advertised: Dec 02 2025 Pacific Standard Time
Applications close:

• 

• Cal State University (CSU) San Jose

Show more