Administrative Assistant

OUR STATEMENT
The San Jos 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
Californias 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 Jos 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 bachelors 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.

Compensation Range:

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.

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 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 Jos 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 organizations 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.

SJSURF is an equal opportunity employer and it does not discriminate on the basis of race color creed gender religion marital status registered domestic partner status age national origin ancestry physical or mental disability medical condition sex genetic information sexual orientation military and veteran status or any other consideration made unlawful by federal state or local laws. It also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics or is associated with a person who has or is perceived as having any of those characteristics.

San Jos State University Research Foundation is an Equal Opportunity Employer and does not discriminate on the basis of race color creed gender religion marital status registered domestic partner status age national origin ancestry physical or mental disability medical condition sex genetic information sexual orientation military and veteran status or any other consideration made unlawful by federal state or local laws. It also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics or is associated with a person who has or is perceived as having any of those characteristics. It is our policy to provide equal employment opportunities to all employees and applicants for employment. All employment practices such as recruitment selection promotions and other terms and conditions of employment are administered in a manner designed to ensure that employees and applicants for employment or services are not subjected to discrimination. We are committed to providing a work environment free from discrimination and harassment and where employees are treated with respect and dignity. This policy is in accordance with federal state and local laws and reaffirms the Research Foundations continuing commitment to both the spirit and intent of equal employment opportunity laws and policies. If you have any questions or need assistance or an accommodation in completing this application please contact Research Foundation HR at .

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