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NOTE: The CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement as a condition of employment. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu.

CHHS Student Success Center Administrative Assistant

Apply now Job no: 506675
Work type: Staff
Location: San José
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Part Time

 

Job Summary

This is a part-time (0.50 FTE), full benefited position.

The Administrative Assistant provides general office support functions to the CHHS Student Success Center. Working independently, under general supervision, the Administrative Assistant performs routine clerical and administrative duties in support of the daily operation of the Center, including the coordination of front desk tasks and procedures. 

 

Key Responsibilities

  • Provides a range of ongoing clerical support functions to the Director, Assistant Director, staff, and students; runs errands
  • Acts as front-line receptionist, answers phones, and greets visitors to the Success Center
  • Sorts and distributes mail, faxes, messages and other communication
  • Types routine correspondence
  • Assists in developing and producing success Center materials (e.g. publicity, brochures and newsletters)
  • Organizes mailings, prepares flyers and other forms of communication and publicity
  • Assists with the development and monitoring of the Center’s budget
  • Processes purchase requisitions; maintains and orders office supplies
  • Maintains the Student Success Center front desk procedure manual
  • Oversees/reviews peer mentor hours for payment
  • Schedules, maintains and oversees peer mentor meeting times and front desk schedules
  • Provides support for Student Success Center events (e.g. workshops, open houses).
  • Assists with maintaining the Center’s website, including content and links
  • Assists with the Center’s marketing, coordinating social media information, maintaining digital display slides, etc. as needed
  • Assists with the hiring and training of peer mentors and peer tutors
  • Maintains list of staff office hours; maintains the Director’s, Assistant Director’s and Academic Advisors’ advising schedules. May administer online scheduling
  • Responds to student and faculty questions pertaining to campus services and resources and general academic policies and procedures including forms and petitions
  • Assists Success Center by entering data into databases and proofing
  • Files documents and records, especially those related to student advising and general function of the Success Center; photocopies and prepares documents for distribution
  • Assists with special events, receptions, and Success Center activities
  • Assists with the administrative on-boarding for new staff including ordering keys, computers, phones, etc.

 

Knowledge, Skills & Abilities

  • Working knowledge of methods, procedures and practices of English grammar, business writing, punctuation and spelling
  • Ability to compose and appropriately format correspondence and reports
  • 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 learn and use CMS/PeopleSoft and EAB Navigate/Spartan Connect
  • Ability to understand and apply standard office procedures
  • Ability to use standard office equipment
  • Ability to perform basic arithmetic functions
  • Ability to quickly learn and apply a variety of state, federal, California State University (CSU), and San Jose State University (SJSU) policies and procedures
  • Strong oral communication skills to effectively communicate standard information
  • Must possess excellent customer service and public relations skills
  • Ability to work effectively with culturally and ethnically diverse populations as well as low-income and first generation students
  • Ability to work alternate work schedule

 

Required Qualifications

  • Completion of a high school program or its equivalent.
  • Six months of experience in an office environment.

 

Preferred Qualifications

  • Associate Degree from a community college or its equivalent.
  • Demonstrated experience with software applications such as word processing, spreadsheet, database management, and HTML formatting, desktop publishing, graphics, Internet and e-mail 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.
  • Demonstrated experience working effectively with culturally and ethnically diverse populations as well as low-income and first generation college students.
  • One year of experience in an office environment.

 

Compensation

Classification: Administrative Support Assistant I
Anticipated Hiring Range: up to $3,300/month (Full Time: 1.0 FTE), up to $1,650/month (Part-Time: 0.50FTE)
Salary Range:  $2,912/month - $3,829/month (Full-time)  

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

**Application period has been extended to January 17, 2022.**

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 5, 2021, through November 19, 2021. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

 

Work Schedule

Monday – Friday
9:00 am – 1:00 pm

 

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 immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement as a condition of employment. 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.

 

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).

 

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Last Updated Sep 13, 2021