Reporting to the Associate Dean for Undergraduate Studies and
Student Success, and receiving work direction from Civil and
Environmental Engineering Department and Aviation and Technology
Department, the incumbent provides administrative support to each
of these departments. Performs duties under direct supervision to
achieve specified outcomes. This position performs a full range of
clerical and administrative support duties for the department,
including, but not limited to: front desk support and answering
phones; greeting all visitors and students; assisting with events
and scheduling appointments; tracking and ordering office supplies;
mail distribution; student relations and assistance with questions
and problems; assisting with hiring, supervision, and oversight for
the department’s Student Assistants time reporting and their
payroll approval. The ASC will also fill in as needed when the
analyst is not available.
Knowledge, Skills & Abilities
- Monitors inventory of stock and reorders office supplies, as
- Assists with making and tracking department purchases and
- Maintains copier key operation and quota tracking.
- Oversees mail and employee paycheck distribution.
- Answers inquiries on behalf of department from students, the
university, and the general public.
- Keeps department information current by maintaining
forms/handouts, posting faculty office hours, updating physical
notice boards and department websites/social media.
- Schedules meetings and appointments and coordinates department
- Processes undergraduate and graduate forms and drafts
culminating experience requests.
- Tracks status of forms received by the office and sends
outgoing paperwork to the appropriate office and/ or end
- Assists in activities related to hiring of College of
Engineering student assistants.
- Assists in payroll time management and pick up/distributes
- Assists as needed for special events and projects, planning,
organizing, coordinating, hospitality, etc.
- Ability to communicate with constituents in a professional and
- Mastery of English grammar, business writing, punctuation and
spelling, with ability to compose and appropriately format
- Strong oral and written communication skills.
- Excellent customer service and interpersonal skills.
- Knowledge of software applications, particularly MS Office and
Google app suite software.
- Ability to handle multiple work priorities, organize and plan
work and projects. Ability to train and direct student assistants
to help as needed with tasks.
- Ability to understand and gain thorough knowledge of SJSU,
college, and department methods, procedures and practices, and to
explain those policies to students and the general public.
- Ability to troubleshoot most office administration problems and
respond to all inquiries and requests related to work area.
- Ability to work independently and as part of a team, handle
multiple work unit priorities and projects, and perform tasks in a
- Ability to effectively establish and maintain cooperative and
positive working relationships.
- Ability to collaborate in a multicultural, team
- Completion of a high school program, technical/vocational
program, or their equivalents
- Two years of related office work experience or a combination of
education and experience which demonstrates the ability to perform
the essential functions of the position.
- Bachelor’s degree in business administration
- Demonstrated experience providing customer service
- Experience with Word and Excel
- Experience with student appointments
- Preferred experience with SJSU CMS & financial systems
(FTS, CFS/Data Warehouse), PeopleSoft.
Classification: Administrative Support Coordinator I
Anticipated Hiring Range: $3,568/month - $4,006/month
CSU Salary Range: $3,505/month - $5,508/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
Click Apply Now to complete the SJSU Online Employment Application
and attach the following documents:
- Letter of Interest
All applicants must apply within the specified application period:
May 26, 2023 through June 12, 2023
. This position is open
until filled; however, applications received after screening has
begun will be considered at the discretion of the university.
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
and questions may be sent to firstname.lastname@example.org
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
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
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
Jeanne Clery Disclosure of Campus Security Policy and Crime
Statistics Act and Campus Housing Fire Safety
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
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@example.com
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
May 26, 2023 (9:00 AM) Pacific Daylight