Administrative Office Assistant

Job Title: Administration Office Assistant
Classification Title: Student Assistant I
Job Code/Grade: Hourly, Non-Exempt
Department: Student Union Administration
Supervisor: Executive Assistant
Location: Student Union Administration Office

The Student Union, Inc. is a 501(c)(3) nonprofit auxiliary that maintains three major facilities at San José State University in downtown San José, California. These facilities include the Diaz Compean Student Union Building, the Provident Credit Union Event Center, and the Spartan Recreation and Aquatic Center. The Student Union, Inc. functions as part of the Student Affairs Division on campus, and is governed by a Board of Directors made up of a student majority, faculty, and administrators.

Mission
The Student Union, Inc. of San Jose State University supports the development, growth, and well-being of students and the campus community by providing diverse programs, desired services, and quality facilities to enhance the collegiate experience.

Job Summary
The Administration Office Assistant is responsible for exhibiting excellent customer service and having an in-depth knowledge of all Student Union and Spartan Recreation and Aquatics Center, and Provident Credit Union Event Center programs. The Administration Office Assistant provides important administrative support to the Executive Director and Executive Assistant. The position is responsible for supporting the Executive Assistant in performing duties relative to the daily operations of the Student Union suite. Duties include, but are not limited to, implementing office procedures, administration tasks, greeting guests, providing information to the public, answering phones and mail distribution. Under the direct supervision of the Executive Assistant.

Essential Functions and Tasks

• As the first contact for guests and students, you are responsible for providing exceptional customer service, which includes being courteous, friendly, and knowledgeable about the Student Union and SJSU campus.
• Implement office procedures, answer phones, provide information as needed, route calls to their destinations, and take and communicate messages.
• Route incoming mail, prepare outgoing mail, and deliver correspondence as needed.
• Provide clerical support to the Executive Director and Executive Assistant. Clerical duties include typing meeting minutes, posting Student Union Board of Director documents, filing and archiving documents, and oral or written correspondence.
• Assigned special projects to support the corporation effectiveness to support administrative functions and operations.
• Must learn about multiple functions of the other Student Union departments to be knowledgeable when answering customer questions.
• Ensure the board room and administration suite, including copier area, are tidy and organized on a regular basis.
• Maintains inventory of office supplies for all office functions, including supplies for photocopier.
• Replaces toner cartridges in printer as necessary.
• Orders supplies and submit maintenance requests as necessary.
• Attendance at all regularly scheduled staff meetings, training, and workshops.
• Performs additional job-related duties as required.

Knowledge, Skills and Abilities (KSAs)

• Excellent customer service and ability to create an inclusive environment.
• Effective verbal and written communication skills.
• Ability to effectively present information and respond to questions from managers, students and the general public.
• Ability to develop effective working relationships with a diverse community clientele.
• Must be proficient in MS Word, MS Excel, Google Mail, Google Calendar, and Google Docs.
• Maintain a professional appearance and attitude.
• Ability to type at least 40 WPM.

Physical Demands and Work Environment

• The position works in a wide variety of environments including both a typical office as well as an outdoors and indoor facility program-oriented environment.
• The physical demands of this position are described below
  • Sitting, walking, twisting, bending, climbing, pulling, pushing, squatting, crawling, kneeling, balancing, reaching, and coordination (eye, hand, foot).
  • Fall (Slip, Trip) Conditions that result in falls (impacts) from height or traditional walking and playing surfaces.
  • Weather Phenomena (Snow/Rain/Wind/Ice)
  • Lifting and carrying, frequently 10-25lbs, occasionally 26-50 lbs.
• In general, the position works a schedule based on business needs 9 a.m. - 5 p.m., Monday - Friday, may work evenings and weekends as required.

Minimum Qualification and Specifications

• Must be a matriculated SJSU student and continuously enrolled at least half-time* during the academic term. *Half-time is defined as follows: Enrollment Status Half-time Units Undergraduate and Post baccalaureate Students 6.0-8.0 hours/semester
• Previous office experience strongly preferred.
• Knowledge of the Student Union programs and SJSU campus and services.

Minimum Hourly Salary: $17.75 - Maximum Hourly Salary: $20.63
This position is non-exempt from the provisions of Section 1 of the California Industrial Welfare Commission Orders.

• This position is non-exempt from the provisions of Section 1 of the California Industrial Welfare Commission Orders. In general, the position works a schedule based on business needs and requires early morning, evening and weekend work.
• When school is in session student assistants may work up to, but not in excess of 20 hours per week (among all concurrent positions).
• When classes are not in session (i.e., summer break) student assistants may work up to, but not in excess of 40 hours per week.

Benefits
This position is employed through the Student Union at San Jose State University which offers employees to receive 24 hours of sick pay during the calendar year.

Equal Opportunity/Affirmative Action
The Student Union of San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of race, color, religion, national origin, age, sex, marital status, pregnancy, disability, veteran’s status, or sexual orientation consistent with applicable federal and state laws. The Student Union and SJSU have a firm and unambiguous commitment to the active elimination of discrimination, and the affirmative recruitment of a diverse, multi-racial community of students, faculty and staff. Reasonable accommodations will be provided for applicants with disabilities who self- disclose.

Background Check and Fingerprinting
Student Union employees are required to undergo and complete a successful background check that includes verification of employment and education, as well as a check of criminal records for employment. Candidates for positions where the employee will come in regular contact with minors and cash management will be required to be fingerprinted. This policy includes emergency hires and may also be applicable to volunteers depending on the work they will be doing. In some cases, the background check will include a credit check and/or a Department of Motor Vehicles check, as well as a check of licenses and certificates when applicable. All background checks are conducted through the Student Union third-party vendor, Accurate Background.

California Child Abuse and Neglect Reporting Act
All Student Union at 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.