Job Summary

The Conference and Administrative Services Specialist performs duties under general supervision and assists with the coordination and administration of the Conference Housing Program, a comprehensive program providing summer and academic year student, conference group and guest housing services for approximately 5,000 to 7,500 individuals annually. The Conference and Administrative Services Specialist oversees multiple Housing Student Mailroom locations (Joe West Hall and Spartan Village on the Paseo), which includes student supervision and customer and guest support for residents and parents. The Conference and Administrative Services Specialist also oversees the UHS Space Reservation process. This position includes on call responsibilities and some weekday after hours and weekend work with significant weekday after hours and weekend work during the summer months (June, July, August), peak Conference season.  This position serves as a Lead for the Conference and Administrative Services Coordinator.

Key Responsibilities

• Assists with the coordination and day-to-day operations of the academic year and summer Conference Housing Program to include guest housing and conference groups.
• Assists with negotiating contracts and schedules, use of guest rooms, meeting spaces and other housing facilities for 40 to 60 summer programs and academic year groups. Collaborates with representatives of each conference group to identify event and guest needs, develop plans, and determine services required.
• Assists with preparing marketing sales proposals to meet group needs, and with aggressively pursuing these prospective clients in order to secure their business; including coordinating site visits and cold calling.
• Develops appropriate logistics, resources and budgets needed to deliver contracted services.
• Remains accessible and able to respond appropriately, in person or otherwise, to urgent or emergency situations that arise on weekdays, weekends, holidays and after business hours.
• Helps prepare, develop, update and maintains conference brochures and materials in collaboration with the Conference Coordinator.
• Coordinates all aspects of the current department residential mail system for up to 5,000 residents at multiple locations.
• Manages parcel tracking database system for mailroom.
• Develops, maintains, and proposes changes to Mailroom protocols and procedures.
• Provides lead supervision for the Conference and Administrative Services Coordinator including hiring, onboarding and supervision of day-to-day task.
• Supervises student assistant who coordinates overnight guest housing.
• Liaison with campus departments and external groups to coordinate the use of Conference rooms and Multi-purpose rooms in the Residence Halls during the Academic year and summer months.
• Provides support for and assists with administrative processes including assignments and front desk operations as needed

Knowledge, Skills & Abilities

• Ability to understand, interpret, and apply policies and regulations in specific situations to analyze and solve organizational and operational problems related to a comprehensive program
• Thorough knowledge of methods, procedures and practices, for providing high quality customer service and ensuring customer satisfaction.
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situation where numerous and diverse demands are involved.
• Ability to create, organize and carry out detailed plans.
• Ability to support and monitor program budget allocations, and prepare appropriate reports.
• Ability to collect and evaluate data, draw valid conclusions, and project consequences of various alternative courses of action.
• Ability to provide lead work direction.
• Knowledge of software applications such as word processing, spreadsheets, database management and the Internet.
• Excellent oral and written communication as well as presentation skills.
• Ability to compose and appropriately format correspondence and business reports using appropriate English grammar, punctuation and spelling.
• Ability to clearly answer questions and explain procedures and policies to students and the public in an efficient and courteous manner; apply judgment, discretion and initiative in performing a variety of tasks.
• Excellent interpersonal skills and be able to handle a high degree of customer contact surrounding potentially emotional/controversial issues and deal with conflict while maintaining a sense of perspective and professionalism.
• Ability to respond to an emergency situation.
• Ability to maintain confidentiality and appropriately handle sensitive communications for students, staff, and external agencies.
• Excellent oral and written communication skills.
• Excellent customer service and public relation skills.
• Ability to communicate with constituents in a professional and respectful manner.

Required Qualifications

• A bachelor's degree and/or equivalent training.
• Two years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

Preferred Qualifications

• A Bachelor’s Degree in Education, Hospitality Management, Business Administration, or a related field
• Experience with conference or event planning, and/or hospitality management. 
• Experience supervising professional staff. 
• Experience coordinating an administrative process. 
• Experience coordinating mail services or a related operation.
• Experience in an educational and/or residential setting. 
• Customer Service experience.

Compensation

Classification: Administrative Analyst/Specialist – Exempt I
Anticipated Hiring Range: $4,888/month - $5,261/month
CSU Salary Range: $4,598/month - $8,318/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: April 10, 2025 through April 27, 2025. 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 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 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.

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

Equal Employment Statement

San José State University (SJSU) is an equal opportunity 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).