Job Summary

Reporting to the Managing Director and receiving work lead direction from the Assistant Director, the Administrative Support Coordinator provides general office support to the Center. Working independently, under general supervision, the Administrative Support Coordinator performs routine clerical and administrative duties in support of the daily operation of the center, including the coordination of front desk operations. The position is responsible for office coordination, website maintenance, managing calendars, maintaining data for reports, scheduling and coordinating events, and special projects. The position contributes to creating and sustaining a responsive environment for SJSU students, staff and faculty. This position also acts as the front-line receptionist greeting students and visitors; maintaining office filing systems and performing additional support functions.

Key Responsibilities

• Provides office support for the Center and its staff, including the Director, Assistant Director, professional staff, and student staff
• Receptionist, answers phones and email, greets students, faculty and staff and provides up-to- date, correct information about the Center
• Provides excellent customer service via phone, email and messaging to students and faculty/staff in other offices
• Maintains the Center room reservations
• Makes advising appointments and manages calendars as needed
• Coordinates and makes travel or room arrangements for meetings and workshops
• Schedules, maintains and oversees student staff meeting times and front desk schedules
• Tracks, reviews and approves student staff work hours entered into PeopleSoft
• Administers the online advising appointment scheduling system (currently Spartan Connect/EAB's Navigate system)
• Responds to student and faculty questions pertaining to campus services and resources and general academic policies and procedures including forms and petitions

Knowledge, Skills & Abilities

• Working knowledge of methods, procedures and practices of English grammar, business writing, punctuation and spelling
• Working knowledge of software applications such as word processing, spreadsheet, database management, and HTML formatting, desktop publishing, graphics. Internet and e-mail browser
• Ability to use a range of technology, systems and packages. This includes the ability to learn and use Office Suite, PeopleSoft, EAB, OU Campus, Adobe products, etc
• Strong oral communication skills
• Must possess excellent customer service and public relations skills
• Ability to clarify institutional policies and procedures for students
• Ability to make independent decisions and exercise sound judgment

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 from an accredited four-year college or university
• Demonstrated experience with software applications such as word processing, spreadsheet manipulation, database management, and HTML formatting, desktop publishing, graphics design, Internet and email browser
• Demonstrated experience with CMS/PeopleSoft and EAB Navigate/Spartan Connect
• Demonstrated experience composing correspondence and reports
• Experience working in student services environment in higher education

Compensation

Classification: Administrative Support Coordinator II
Anticipated Hiring Range: $3,865/month - $4,601/month
CSU Salary Range: $3,865/month - $6,336/month
San Jose 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: May 15, 2024 through May 30, 2024 . 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.edu408-924-2252

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 Jose 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 Jose 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.

Equal Employment Statement

San Jose 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).