New

Administrative Assistant (GEAR UP)

San Jose State University Research Foundation
$25.00-$26.00 per hour, DOQ/E - Hourly, Benefited.
retirement plan
United States, California, San Jose
210 North 4th Street (Show on map)
Jan 18, 2025
OUR STATEMENT The San Jose State University Research Foundation (SJSURF) is committed to building a work environment where everyone can show up as their own self and have an opportunity to contribute, develop, and advance in their career. Diversity, Equity, and Inclusion (DEI) are core values of the organization. We strive to attract, retain, and develop employees who reflect the community and society where we work and live. The Research Foundation aims to develop a culture where everyone feels welcome, shares their views, and where differences in backgrounds and perspectives are seen as adding value. GEAR UP (Gaining Early Awareness and Readiness for Undergraduate Programs) is a federally-funded program designed to increase the number of low-income students who are prepared to enter and succeed in college. The San Jose GEAR UP Community Achievement Project provides services to a cohort of students starting in 7th grade through high school graduation and one year into college. GENERAL NATURE OF POSITION Under the direct supervision of the GEAR UP directors, the administrative assistant performs a variety of moderate to complex clerical assignments in support of the day-to-day operations of the GEAR UP grant serving 16 middle schools with a $1.5 million annual budget. Incumbent supports, two directors, five site coordinators, parent coordinators, advisors/school counselor interns, tutors, and an evaluation team (i.e., evaluator and data coordinator). The position requires the individual to be highly knowledgeable about Diversity, Equity, and Inclusion (DEI) best practices and to work closely with historically marginalized populations and communities. ESSENTIAL DUTIES & RESPONSIBILITIES Work closely with the GEAR UP directors and assist them with various assignments. Provide support to site coordinators both within the office and off-site, as needed. Prepare and/or assist with managing documents and reports related to the program's Annual Performance Reports. Support with developing and coordinating the administrative support functions of the GEAR UP grant. Compose correspondence, production of reports, statistical data, and other documents and publications as requested; establish and maintain a complex system of files and records for both physical and electronic materials. Help to collect and enter program data into the database management system (e.g., Compass). Identify and order supplies, materials, equipment, and services for the office; maintain inventory of office supplies and equipment; organize supplies for storage and/or distribution. Prepare and process various purchasing forms including, but not limited to, purchase requisition, reimbursement, and payment request forms. Handle sensitive and/or confidential documents and information where judgment and discretion are essential and ensure confidentiality of all program records and other sensitive information. Promote and maintain an atmosphere of excellent internal and external customer service within the GEAR UP Program, the Counselor Education Department, and the campus community. Perform other duties as assigned. INTERPERSONAL CONTACTS Reports to the GEAR UP directors and lead site coordinator. Frequently interacts with GEAR UP, SJSU Counselor Education Department, SJSU Research Foundation, and school personnel. SUPERVISORY RESPONSIBILITIES N/A QUALIFICATIONS Minimum Qualifications Equivalent to four years of progressively responsible clerical experience that involved monitoring and coordinating administrative work through a system of internal procedures and internal controls to ensure the efficient operation of an organization OR equivalent to a bachelor's degree from an accredited college or university in business administration or related field AND one year of professional clerical/administrative work experience. Demonstrated strong commitment to customer service, with a proactive and positive attitude toward assisting others. Additional Requirements Demonstrated experience that clearly provides evidence of the knowledge and skills required to perform each essential duty satisfactorily. The requirements identified above are representative of the knowledge, skills, and/or abilities required. Desired Accomplishments Bilingual and bi-literate in English and Spanish preferred. Proficiency with PC and/or Mac, CMS PeopleSoft, MS Access, Photoshop, and social media applications. Desktop publishing experience extremely helpful. Highly desirable: Demonstrated understanding of and commitment to the SJSU Strategic Plan and the core values of mutual respect, collaboration and service orientation, multiculturalism and diversity, community service, and institutional excellence; experience working with diverse populations; history of community service. Ability to learn, interpret independently, and apply a variety of complex policies and procedures. General working knowledge of applicable university infrastructure, policies, and procedures and ability to identify deviations from applicable policies. Ability to understand, interpret, and communicate procedures, policies, information, ideas, and instructions. Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough, and, at times, creative solutions. Ability to analyze databases and prepare statistical reports; ability to create project schedules, flow charts, and statistical charts; ability to screen telephone calls; visitors, and mail; ability to create and keep complex records, invoices, purchase orders, and budgets. Ability to read and write at a level appropriate to the duties of the position. Physical Demands This is position requires the candidate to work in an office setting at San Jose State University and also at program school and community sites. Must be willing and able to work evenings and weekends as needed. A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the SJSURF. Failure to satisfactorily complete the background check may affect the application status of applicants or the continued employment of current SJSURF employees who apply for the position. PLEASE NOTE: This position is considered a "sensitive" position by SJSURF and California State University (CSU) policy. Consequently, the successful candidate must undergo and successfully complete the Live Scan (fingerprinting) background check as a condition of their employment. This background check must be completed before the actual start of employment. The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095. FERPA: This position is required to comply with confidentiality requirements outlined in the Department of Education's Family Educational Rights and Privacy Act (FERPA) and California's Educational Code Chapter 13 regarding sensitive student issues. NOTE: This position description intends to describe the general nature and level of work being performed by people assigned to this job. It is not intended to include all duties and responsibilities. The order in which duties and responsibilities are listed is not significant. BENEFITS The SJSURF provides an excellent benefits package to benefited employees. The comprehensive benefits package includes: Four company health insurance plans to choose from (employee contributions differ according to plan and level of coverage). Employer-paid dental and vision for both employee and eligible dependents. Life, AD&D, LTD with supplemental coverage opportunities. 14 paid federal & state holidays. Retirement Plan: 403 (b) employee contribution plan component and a 403 (b) employer contribution component, which vests immediately. Vacation-hour accruals and separate sick-hour accumulations. Employee discounts. Paid training and professional-development conferences. Please visit the Benefits & Compensation page on the SJSURF website for more detailed information. APPLICATION PROCEDURE To apply for this position, an applicant must submit a formal application for employment. Select "Apply Now" to complete the SJSURF online employment application. REASONABLE ACCOMMODATION The SJSURF is committed to providing access, equal opportunity, and reasonable accommodation for individuals with physical or mental disabilities in the employment, recruitment, examination, interviewing, and hiring processes. If you are a job seeker with a physical or mental disability, and you require a reasonable accommodation to search, apply, or interview for a job opening or otherwise need a reasonable accommodation during the application and hiring process, please contact us at foundation-jobs@sjsu.edu. In the email message, please indicate your full name, phone number and the type of assistance required. You must not reveal the underlying medical reason for your needed reasonable accommodation or otherwise disclose confidential medical information. ABOUT THE SJSU RESEARCH FOUNDATION SJSURF employment is separate and distinct from San Jose State University (SJSU) or state of California employment. SJSURF employees are not employees of SJSU or of the state of California. SJSURF is a non-profit auxiliary of SJSU. SJSURF is totally self-supported. The majority of the organization's funding comes from the federal government, and other public and private entities. With annual revenues totaling over $65 million, programs managed through SJSURF cover a rich diversity of applied research, public services, and educational-related activities.