The Operations and Projects (O&P) Partner reports to the Executive Director of the Student Wellness Center (SWC), supporting the operational goals of the whole SWC leadership team in the Division of Student Affairs to advance student success by helping drive the SWC operations standards and improvement priorities.
Key responsibilities include:
- Provide proactive support to SWC leadership to manage calendars, facilitate work prioritization, and achieve operational plan targets
- Provide project coordination and events administration for priority activities
- Serve as diplomatic representative of the SWC leadership team, developing communications and interacting with students, employees, and other campus community members to ensure that the SWC area responds to stakeholder needs with care
- Provide responsive and agile support to the SWC leadership team for responding to emergent issues
- Assist with information gathering and developing correspondence, including for legal documents such as subpoenas
- Screen telephone calls and visitors of the SWC
- Schedule staff meetings, draft and edit minutes of meetings, and follow up with action items
- Assists the SWC leadership team with drafting and distribution of after-hour crisis coverage to all appropriate offices
- Answers the sick leave phone line and acts accordingly to the SWC leadership regarding gaps in coverage for the day
- Plan projects and events by developing achievable tasks, deliverables, and timeframes
- Act as the point of contact for project/event stakeholders
- Gather necessary information (e.g. student/client requirements and relevant background data)
- Prepare and provide documentation to internal teams and key stakeholders
- Schedule working group meetings to monitor project/event progress, track issues and record decisions
- Develop and maintain annual operational plan calendar to ensure sufficient lead time to generate a high quality operational plan
- Support development of SWC annual operational goals
- Exercises discretion and independent judgment in setting priorities, determining methods, and troubleshooting issues for others
- Collaborate with other administrative staff to advance standards, resolve issues, and ensure office coverage
Knowledge, Skills & Abilities
- Knowledge of or ability to quickly learn the university infrastructure, policies, and procedures
- Experience to be fully functional in all technical aspects of work assignments
- Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures
- Thorough knowledge of English grammar, punctuation, and spelling
- Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages
- Ability to independently handle multiple work unit priorities and project
- Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist
- Working knowledge of budget policies and procedures
- Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections
- Ability to draft and compose correspondence and standard reports
- Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature
- Completion of a high school program, technical/vocational program, or their equivalents
- Two (2) 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
- A bachelor's degree and/or equivalent experiential learning or training
- Two (2) years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs
- Excellent oral and written communication skills
- Skilled at working with core office systems, calendaring, and databases
- Experience planning large events or projects
- Experience tracking multiple budgets and accounts
- Customer service experience in a higher education environment
Classification: Administrative Support Coordinator II
Anticipated Hiring Range: $4,064/month - $4,655/month
CSU Salary Range: $3,440/month - $5,639/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: September 21, 2022 through October 5, 2022. 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 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 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 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 email@example.com.
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 firstname.lastname@example.org.
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).