Administrative Coordinator, Project Rebound (Part-Time)

Job Summary

* This is a part-time (0.50 FTE) (Monday - Friday; 1:00 p.m. - 5:00 p.m.) benefited position. *

Reporting to the College of Social Sciences Associate Dean for Academics and Student Success and receiving work lead direction from the Project Rebound Program Director, the Administrative Coordinator provides administrative and clerical support to the Project Rebound program. This position has responsibility for the day-to-day operations of the Project Rebound program offices. The Administrative Coordinator is responsible for office coordination, procurement, website maintenance, managing calendars, maintaining data for reports, scheduling and coordinating events, handling student confidential information; distributing information to students, faculty and the general public; submitting and tracking facility work orders and key requests; processing and reviewing travel and other reimbursement requests, training student assistants; processing student assistant appointments, and special projects. The position contributes to creating and sustaining a responsive environment for prospective SJSU students. This position also acts as the receptionist greeting students and visitors, maintaining office filing systems and performing additional support functions.

Key Responsibilities

• Independently perform the day-to-day tasks for the operation of the program offices.
• Provides office support for the Project Rebound Program and its staff
• Manage and maintain program mail and program email inbox, responding as appropriate or forwarding to other project rebound staff to address
• Makes appointments and manages calendars as needed for Project Rebound Program Director
• Receptionist, answers phones, checks and responds to voice messages, greets students, faculty and staff and provides up-to-date, correct information about the Project Rebound Program
• Coordinates and makes travel or room arrangements for meetings and workshops. Includes liaising with outside vendors, and university units across departments and divisions
• Procurement and reconciliation of purchases and receipts for the Project Rebound Program
• Department event planning and coordination
• Scheduling meetings and rooms
• Prepare and submit requests for FD&O work, Keys and access, IT and other campus entities as needed
• Manage and maintain confidential records of program student data
• Troubleshoot office equipment problems and arrange repairs
• Recommend initiatives and changes to improve quality of services
• Prepare and submit reports as requested by the program director and/or appropriate administrator
• Responsible for training and overseeing student assistants
• Reconcile operating fund expense budget to Data Warehouse reports
• Provide budget balance and expenditure information to the Program Director and Associate Dean
• Reconcile Tower Foundation account to Foundation reports monthly
• Reconcile operating fund and foundation Pro-cards and Go-cards monthly
• Prepare travel authorizations and expense reimbursements for program staff and students
• Process and review purchase requisitions, travel authorizations and reimbursements, other reimbursements, and direct payments as needed
• Creates and maintains content for the program website
• Creates and maintains program social media/networking accounts
• Creates flyers/event handouts and content for other project rebound branded items like banners, tablecloths

Knowledge, Skills & Abilities

• Ability to communicate with constituents in a professional and respectful manner
• Demonstrated ability to handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations
• Ability to defuse strongly emotional student responses
• Ability to clarify institutional policies and procedures for students
• Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies
• Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions
• Strong oral and written communication skills
• Excellent customer service and public relations skills
• Ability to make independent decisions and exercise sound judgment
• Ability to compose and format correspondence and reports
• Ability to perform accurately in a detail-oriented environment.
• Ability to work independently and handle multiple work priorities, organize and plan work and projects.
• Expertise in using office software packages (MS Word and Excel), technology and systems
• Ability to use a range of technology, systems and packages. This includes Office Suite, PeopleSoft, EAB, OU Campus, Adobe products.

Required Qualifications

• Completion of a high school program, technical/vocational program, or their equivalents combined
• Three years of related office work experience

Preferred Qualifications

• Experience in custody or working with system-involved individuals
• Familiarity with college environment
• Experience in a diverse, multi-cultural setting
• Ability to speak Spanish or Vietnamese
• Experience with accounting/bookkeeping

Compensation

Classification: Administrative Support Coordinator II
Anticipated Hiring Range: $2,362.50/month - $2,480.50/month (Part-Time)
CSU Salary Range: $4,058/month - $6,653/month

San Jose 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: December 5, 2024 through December 19, 2024. 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, 1:00 p.m. to 5:00 p.m.

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 Jose 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 Jose 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 Jose 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).