Administrative Assistant

Job Summary

Reporting to the Interim Chief Operating Officer with a dotted line to the Associate Vice President for Development and Executive Director of Campaigns, the Administrative Assistant coordinates a wide range of administrative and clerical support functions for the front desk and Development team. The Administrative Assistant acts as the point of contact for the division, providing excellent customer service with knowledgeable information to faculty, staff, and visitors; manages conference room calendars; maintains data for reports; and prepares requisitions. The incumbent acts as the primary backup assistant and serves as a resource to the Development teams.

The Administrative Assistant performs specialized work of high detail and variety in nature and coordinates multiple projects in coordination with the Development team members with a high degree of anticipation and sensitivity to detailed timelines, communications, and deadlines. This includes project management for hiring, onboarding, event briefings and logistics, procedure and policy documents and forms, gift proposals and agreements, and securing internal responses to donor-related inquiries and issues. To be successful, the Administrative Assistant must establish and maintain effective working relationships with a broad constituency internally and externally.

Key Responsibilities

• Prepare progress reports; inform supervisor of project status; and deviation from goals. Ensures completeness, accuracy, and timeliness of all tasks
• Partner with relevant Advancement Services and Operations, Development and Tower Foundation staff along with other potential campus partners to finalize, communicate and maintain workflow, procedure and process documents and forms related to the work we do in University Advancement
• Assist Development staff with securing responses to donor-related questions or issues with internal partners
• Help through editing, project management and production of gift proposals, agreements, stewardship, or other documents, as need and initiated by the fundraisers
• Provide primary coverage for the front desk and reception area
• Answer incoming calls and emails for general commencement questions
• Track and order supplies for the division on a monthly basis
• Coordinate and manage conference room calendars
• Sort and disburse incoming mail in a timely manner
• Sort and release Tower Foundation pay warrants to customers (with valid ID); maintain signature log for released pay warrants
• Report to FD&O lost key cards and request for new key cards
• Assist hiring managers and committees with recruitments and onboarding
• Submit IT tickets to address missing information on the SJSU Directory
• Assist the Special Events team with commencement medallion disbursements and/or other commencement support as needed
• Assist the Budget and Personnel Specialist with requisitions as needed

Knowledge, Skills & Abilities

• Excellent oral and written communication skills
• Ability to handle multiple concurrent projects simultaneously in a deadline-driven environment
• Excellent customer service and public relation skills
• High level of initiative, attention to detail, and exceptional organizational skills
• Ability to work independently, as well as cooperatively and supportively with varied teams
• Ability to set own priorities, perform consistently, organize and plan work and projects; make decisions independently and timely, complete projects accurately with minimal supervision
• Ability to listen, interpret and share information with others and facilitate open exchange of ideas and information.
• Thorough knowledge of software applications: Microsoft Office, with an emphasis in Excel, Filemaker, and email

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 in Business Administration
• Strong written communication skills
• Experience with PeopleSoft and CHRS
• Experience providing customer service
• Higher Education experience
• Experience with Word and Excel

Compensation

Classification: Administrative Support Coordinator II
Anticipated Hiring Range: $4,400/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 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: November 30, 2022 through December 15, 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
jobs@sjsu.edu
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 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 .

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).

Advertised: November 30, 2022 (9:00 AM) Pacific Standard Time
Applications close: