Office Administrative Assistant
San Jose State University
San Jose, CA
Job SummaryThe Valley Foundation School of Nursing is seeking an Office Administrative Assistant to provide comprehensive administrative support for the day-to-day operations of the department. Reporting to the Director of Resources and Operations, CHHS, and receiving work direction from the Director of Nursing, this position works independently to support faculty, staff, and students while ensuring departmental projects, procedures, and compliance requirements are completed accurately and on time. This role serves as a key point of contact within the department and plays an essential role in maintaining effective office operations, student support services, and departmental communications.Key ResponsibilitiesProvide administrative support to faculty, staff, and students, responding to inquiries related to department policies, procedures, and academic requirementsManage student compliance tracking, background screenings, certifications, and related deadlines for undergraduate nursing programsSupport RN to BSN and BSN application processes and assist with student forms, petitions, and grade changesMaintain departmental records, course syllabi, calendars, and communicationsCoordinate daily office operations, including supplies, mail, announcements, events, and facilities-related requestsAssist with department events, meetings, and cross-coverage of administrative functions as neededKnowledge, Skills & AbilitiesAbility to communicate with constituents in a professional and respectful mannerThrough knowledge of methods, procedures and practices:English grammar, business writing, punctuation and spellingAbility to draft, compose and appropriately format correspondence and standard reportsKnowledge of professional general business office procedures and practicesAbility to perform accurately in a detail-oriented environment and meet department, college, and university deadlinesAbility to handle multiple work priorities, organize and plan work projectsAbility to maintain confidentiality and appropriately handle sensitive communications with employees and external agenciesMust possess strong oral and written communication skillsMust possess professional customer service and public relations skillsAbility to ensure completeness, accuracy, and timeliness of all operational functionsAbility to troubleshoot and resolve most office and customer-related problems with resourcefulnessStrong knowledge of form and document development (PowerPoint, Google Docs, Adobe Acrobat, etc.)Strong knowledge of Microsoft Word, Adobe Acrobat, Excel, and DocuSignAbility to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutionsAbility to perform standard arithmetic functions of a transactional nature, including tracking and comparing dataRequired QualificationsCompletion of a high school program, technical/vocational program, or their equivalentsTwo (2) years of related office work experience or a combination of education and experience which demonstrates the ability to perform the essential functions of the positionPreferred QualificationsBachelor's DegreeFour (4) years of office experience and/or management experienceCompensationClassification:Administrative Support Coordinator IAnticipated Hiring Range:$4,381/month - $5,032/month (Step 5 - Step 12)CSU Salary Range:$4,047/month - $5,896/month (Step 1 - Step 20)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 ProcedureClick Apply Now to complete the SJSU Online Employment Application and attach the following documents:ResumeLetter of InterestAll applicants must apply within the specified application period:January 16, 2026 through February 1, 2026. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.Contact InformationUniversity Personneljobs@sjsu.edu408-924-2252CSU Vaccination PolicyThe 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 InformationSatisfactory 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 StatementSan Jose 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 Jose 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 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.
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