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California State University, Long Beach · 2 hours ago

Administrative Support Coordinator

San Jose, CA

Full-time

Onsite

Mid Level

$4,617/mo - $4,850/mo

3+ years exp

California State University, Long Beach is seeking an Administrative Support Coordinator to provide essential administrative support to the Lucas College of Business. The role involves coordinating faculty office moves, processing student hiring, managing departmental expenses, and ensuring effective communication within the department.

EducationHigher EducationUniversities

No H1B

Responsibilities

Process all Student Assistant, Course Student Assistant, and Instructional Student Assistant, hiring, onboarding and tracking for Accounting & Finance Department. If needed, also appoint any Graduate Assistants upon direction from the LCoB Resource Team

Coordinate all aspects of faculty office moves including packing and arrange for move of supplies & furniture, telephones, computers. Coordinate the setup for new tenure track faculty offices based on the direction from the Director of Resources & Operations. Ensure faculty have teaching supplies, keys and keycard access to buildings/office/classrooms, and general office-setup

Responsible for opening and closing department office during regular office hours. Act as a front-line receptionist, answer phones, respond to inquiries about department programs, policies and procedures, run errands, distribute mail and make photocopies

Research, troubleshoot, resolve and disseminate moderately complex academic-related problems for students and faculty

Pickup for student assistants, master payroll, and miscellaneous paychecks

Approve monthly student payable time

Temporary Duties: support to the other LCoB Undergraduate departments for Department Coordinator administrative & procurement tasks, as assigned by the Director of Resources & Operations

Responsible for following the SJSU travel guide and using Financial Transaction Services (FTS) to enter requests for authorization for travel & travel reimbursements. Assist faculty in making travel arrangements, assign account numbers, track sources of funds, and monitor travel expenditures

Prepare and process purchase requisitions, direct pay and employee personal reimbursement claims. Reconcile Procurement Card and GoCard account statement entering appropriate chart field per expense on a monthly basis. Manage the TRIA/VPAT process for IT software requests. Interact with purchasing and accounts payable when needed to complete all requests

Maintain department faculty grants. LCoB Travel Research & Development (TR&D) allocations in addition to any external grants. Must understand the guidelines and fund expiration for each type. Input and track expenditures

Reconcile all expenses using CFS Data Warehouse

Responsible for coordination and preparation of expenses with department Tower Foundation and Research Foundation accounts. Work with LCoB Resource Team analyst for processes

Qualification

Customer serviceCFS knowledgeFinancial Transaction ServicesPeopleSoftMS OfficeExcelDocuSignDetail-orientedWritten communicationOral communicationTeam collaboration

Required

Completion of a high school program, technical/vocational program, or their equivalents

Three years of related office work experience

Demonstrates ability to provide high level customer service to students, faculty and staff

Strong written and oral communication skills

Demonstrated ability to work cooperatively and professionally with others

Demonstrates ability to establish and maintain effective working relationships within and outside the work group

Working knowledge of CFS to extract information and understand interactions between various funds and accounts

Proficient in PC compatible software programs such PeopleSoft, MS Office and Excel

Proficient in SJSU applications: (e.g. Financial Transaction Services (FTS), Common Finance System (CFS)/Data Warehouse, MySJSU, SJSU@Work, CHRS, possibly eFaculty and other current software applications)

Ability to perform accurately in a detail-oriented environment