Job Summary

Reporting to the Associate Vice President for Alumni and Community Engagement, the Administrative Assistant performs specialized work of high complexity and variety in nature and coordinates multiple projects with a high degree of anticipation and sensitivity to complex timelines and provides support to the Associate Vice President, directors and other staff within Alumni Community Engagement (ACE).

The Administrative Assistant assists the department with the management of the Special Events, Commencement and Annual Giving budgets, payment and requisitions. Other duties will include AVP calendar management, student assistant hiring, and travel processes. As a main point of contact, this position provides excellent customer service to visitors, faculty, students, alumni and staff by assisting them with their inquiries. Working independently under general supervision, this position acts as the primary contact and resource person on behalf of the Alumni and Community Engagement Department.

Key Responsibilities

• Manages the daily operations of the Associate Vice President's Office and provides support to the Alumni Community Engagement units
• Serve as the backup resource for University Advancement’s front desk including assisting visitors to ensure full coverage
• Interact with the President’s Office or Vice President’s offices when scheduling meetings or following up on pending documents or inquiries
• Coordinate travel accommodations and timely reimbursements for the AVP and ACE staff
• Proficiently use general office tools and products such as MS office, Google Suite, Email, printers and copiers and be proficient in merging documents, making labels and forms
• Maintain AVP calendar, interacts with the division team members and other university constituents to coordinate meetings
• Schedule, create agendas and participate in departmental meetings
• Follow project timelines, processes, and keep others informed of next steps; includes preparing progress reports and informing supervisor of status and deviation from goals
• Act as a cross-functional team member in department-wide administrative assistant needs
• Prepare agendas and meeting materials upon request from the AVP
• Responsible for all personnel processes for student assistants for the ACE unit, hiring and separation steps, annual job record maintenance and summer break changes
• Work with managers of student assistants to ensure the timely submission of timesheets and approvals
• Process all travel and personal reimbursements for the AVP and ACE Staff
• Works with Director of Financial and Administrative Services and the AVP to track the budgets of Annual Giving and Special events (including President’s Special Events) and Commencement throughout the fiscal year
• Process, record all expenditures, invoices, requisitions, change orders and contracts for Annual Giving, Special Events (including the President’s Special Events) and Commencement. Serve as the resident expert on any data submitted
• Responsible for all personnel processes for student assistants for the ACE unit; hiring and separation steps, annual job record maintenance and summer break changes

Knowledge, Skills & Abilities

• Excellent oral and written communication skills with diplomatic demeanor to provide service to staff, administration and the general public
• Proven ability to work independently, as well as cooperatively and supportively with varied teams
• Capacity to handle multiple concurrent projects simultaneously in a deadline-driven environment
• High level of initiative, attention to detail and exceptional organizational skills
• Working knowledge of software applications: Microsoft Office, with an emphasis in Excel, and Google Suite
• Ability to set own priorities, perform consistently, organize and plan work and projects; make decisions independently and timely, complete projects accurately with little or no supervision
• Strong analytical skills
• General knowledge of business administration
• Demonstrated in-depth knowledge of budgetary procedures related to budget preparation, budget planning, reconciliation, reporting analysis, and processing of payments (including State General Funds and Tower Foundation Funds)
• Ability to communicate with constituents in a professional and respectful manner

Required Qualifications

• Equivalent to a bachelor’s degree in a related field
• Relevant education and/or experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis

Preferred Qualifications

• Two continuous years of administrative work in a large organization
• Experience in managing executive and/or staff calendars and schedules
• Experience in purchasing, processing, and paying for goods and services
• Experience with standard office software applications (MS Office, PeopleSoft, Adobe Acrobat, Google Suite and website management)
• Experience in general accounting and/or business practices

Compensation

Classification: Executive Assistant I
Anticipated Hiring Range: $5,623/month - $5,850/month (Step 9 – Step 11)
CSU Salary Range: $4,799/month - $6,992/month (Step 1 – Step 20)

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: February 10, 2026 through February 24, 2026. 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 is an equal opportunity employer. The university prohibits discrimination based on age, ancestry, caste, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, marital status, medical condition, military status, nationality, race, religion, religious creed, sex, sexual orientation, sex stereotype, and veteran status. This policy applies to all San José State University students, faculty, and staff, as well as university 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). Reasonable accommodation is made for applicants with disabilities who self-disclose. 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.