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Administrative Assistant, Title IV-E

San Jose State University Research Foundation
$25.00-$32.00 per hour - Hourly, Full Time, Benefited. Continuation of the position depends upon availability of federal funding/grant and annual renewal of the IV-E contract with CA Title IV-E Education Program.
retirement plan
United States, California, San Jose
210 North 4th Street (Show on map)
Jun 06, 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. GENERAL NATURE OF POSITION California's Title IV-E Education Program offers professional training and financial support to undergraduate and graduate social work students committed to careers in public child welfare. At San Jose State University (SJSU), the Title IV-E Child Welfare Program provides stipends to eligible MSW students who commit to working full time in county public child welfare services for a designated period after graduation. Under the general supervision of the project coordinator, the administrative assistant delivers comprehensive secretarial and clerical support to the SJSU Title IV-E Program. ESSENTIAL DUTIES & RESPONSIBILITIES Provides administrative and clerical support for the IV-E Program through various communication channels, maintaining confidentiality on sensitive matters. Prepares program documents and materials, including reports, schedules, and recruitment packets. Manages program accounts and databases; generates financial and student tracking reports. Processes stipend and expense requisitions for students, faculty, and staff; handles supply orders. Supports School of Social Work administrative needs related to the IV-E Program and promotes program integration. Prepares program forms and monitors online applications. Assists with event planning and logistics for seminars and workshops. Maintains confidential student files and records. Assesses administrative needs and recommends improvements to program operations. Other duties as assigned. INTERPERSONAL CONTACTS Reports to the project coordinator. Interacts daily with staff, students and faculty of SJSU as well as SJSU Research Foundation employees and with CA Title IV-E Education CSIS staff as needed. SUPERVISORY RESPONSIBILITIES None. MINIMUM QUALIFICATIONS Education and Experience Completion of a high school, technical, or vocational program (or equivalent), and three years of administrative experience involving record keeping and data entry. OR Possession of a bachelor's degree and one year of administrative experience involving record keeping and data entry. Knowledge, Skills, Abilities required Excellent written, verbal, and interpersonal communication skills. Able to work independently and as part of a team, with strong problem-solving, organizational, and time-management skills. Intermediate to advanced skills levels in a broad range of technology, systems and packages including but not limited to Office Suite, Adobe Acrobat, Google programs, PeopleSoft, Excel and Google Sheets, DocuSign, Zoom, Salesforce, and other database management systems. Ability to develop, organize, and maintain various office systems and maintain confidential FERPA related information. Skilled in using Canva for the design and production of digital and print materials, including flyers, brochures, and newsletters; experienced with Qualtrics for creating, distributing, and analyzing surveys. Ability to monitor, budget, reconcile financial records, calculate ratios, and track financial data. Ability to quickly learn and apply a variety of state, federal, CSU, SJSU, and SJSU Research Foundation policies and procedures. Ability to update website content, images, and links while ensuring accuracy and consistency. Preferred Experience Background or strong interest in social work, child welfare, and/or related social services fields. Environmental Conditions Typical office environment and equipment. Requirements may include the need to sit or work at a computer terminal for long periods of time. May be required to walk/travel across campus to other offices or buildings on and off the main campus. Complexity of Duties Works on a variety of tasks requiring planning, organization and problem solving. Requires the ability to function independently on a professional level. 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. 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.