Online Programs Coordinator

Job no: 519846

Work type: Staff

Location: San José

Categories: Unit 7 – CSUEU – Clerical and Administrative Support Services, Administrative, Probationary, Full Time

Job Summary

Under general supervision, the Online Programs Coordinator independently provides various highly complex administrative and analytical support services to the Department Chairs, faculty and students of the SJSU Online Anthropology and Economics programs initially. It is expected that responsibilities will expand to support additional College of Social Sciences (CoSS) SJSU Online programs as they are added. This position reports to the Director of Resources and Operations and receives work direction from the Department Chairs.

This position has sole responsibility for the day-to-day operations of the CoSS SJSU Online programs. The Administrative Support Coordinator is responsible for the appointment of temporary faculty; administrative tasks associated with faculty recruitment and evaluation; manages and tracks the program budgets; inputs the class schedules; tracks enrollment; collaborates with stateside CoSS Staff as needed to plan department events; handles confidential information for faculty and students; and distributes information to students, faculty and the general public. This position serves as a liaison to other campus entities: Office of Academic Innovation and Online Initiatives; College of Professional and Global Education (CPGE); Faculty Affairs; Human Resources; Registrar’s Office; Financial Aid; and San Jose State Research and Tower Foundations.

This position work a hybrid telecommuting work schedule, dependent on department need. This agreement will be reviewed and must be approved by University Personnel. For additional information on the telecommuting policy, please click here.

Key Responsibilities

• Responsible for temporary and permanent faculty Special Session appointments
• Responsible for administrative tasks associated with faculty evaluations
• Responsible for fiscal oversight of program budgets.
• Responsible for department financial decisions for purchases and payments
• Responsible for tracking and reporting current enrollments
• Responsible for entering class schedule in PeopleSoft and assuring accuracy
• Responsible for monitoring and providing information regarding class enrollments to department chairs and SJSU Online Program coordinators and administrators
• Independently perform the day-to-day tasks for the operation of the CoSS SJSU Online programs
• Plan and initiate process changes as needed to comply with university policies and procedures
• Responsible for handling questions from faculty, staff, students and the general public
• Responsible for managing and maintaining confidential records for faculty appointments, recruitments, evaluations, student data and departmental election records
• Responsible for program event planning and coordination, and to collaborate with stateside CoSS department staff as needed for events open to both stateside and online students
• Responsible for updating the SJSU Online portion of the department websites
• Responsible for developing and distributing event programs, flyers, announcements and other publications

Knowledge, Skills & Abilities

• Thorough knowledge of faculty recruitment, appointment and evaluation procedures for temporary and permanent faculty
• 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 independently set priorities
• Strong oral and written communication skills
• Ability to analyze and independently decide appropriate funds/accounts to use for various financial purchases/payments
• Thorough knowledge of PeopleSoft CFS, PeopleSoft Data Warehouse, and FTS
• Ability to extract and analyze data and reports from all SJSU financial systems, FTS, CFS, CFS DataWarehouse
• Ability to learn and interpret data, policies and procedures and apply that knowledge to program decision making
• Ability to work in an environment with constant interruptions
• Ability to use appropriate software in development of event programs, flyers, announcements and department publications (Publisher, Word, email, Adobe)

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
• Four years of office experience
• Experience with common office applications such as Microsoft, Google, DocuSign
• Experience with SJSU applications such as Peoplesoft, Common Finance System (CFS), Financial Transaction Services, Common Human Resource Systems (CHRS)
• Excellent written communication skills
• Excellent customer service skills

Compensation

Classification: Administrative Support Coordinator II
Anticipated Hiring Range: $4,441/month – $4,500/month
CSU Salary Range: $3,681/month – $6,034/month

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 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: 12, 2022 through 30, 2022. 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
[email protected]
408-924-2252

CSU Vaccination Policy

The CSU requires faculty, staff, and students who are accessing campus facilities to be fully vaccinated against the COVID-19 virus (including all booster doses of an approved vaccine for which an individual is eligible per current CDC recommendations) or declare a medical or religious exemption from doing so. As a condition of employment, any candidates advanced in a currently open search process should be prepared to comply with this requirement as well as with other safety measures established on the campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions be sent to [email protected].

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 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 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 be required. All background checks are conducted through the university’s third party vendor, Accurate Background. Some positions 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 [email protected].

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 [email protected].

Equal Employment Statement

San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff 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).