Administrative Assistant

OUR STATEMENT
The San José 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

The administrative assistant delivers support services to selected San José State University students. Responsible for recordkeeping, database, and budget management, as well as other administrative support duties as needed.  Additionally, this person will report directly to the ASPIRE/McNair Scholars program director.
 

ESSENTIAL DUTIES & RESPONSIBILITIES

1. Establishes and maintains a complex computerized system of files and records involving participant eligibility, demographic data, results of outcome objectives, and project contracts. Prepares written and statistical reports on student progress and outcomes as requested by the program director.
2. Maintains expenditure records by specific budget category. Creates and maintains computerized spreadsheets for budget monitoring and control. Reviews and verifies all computer printouts on program budget status prepared by SJSU Research Foundation accounting office.
3. Prepares quarterly budget reports and projected budget reports for the program director to monitor spending and the effective use of funds.
4. Assists the director in managing the program budgets and ensuring compliance with TRiO legislation and regulations as stated by the Department of Education.
5. Assists the director to ensure compliance in accordance with the grant contract with the U.S. Department of Education and SJSU Research Foundation policies and procedures. 
6. Onboarding student staff and monitoring their daily tasks.
7. Clerical duties as assigned.
8. Coordinates office workflow and maintenance of files and records between ASPIRE and the McNair Scholars Programs.
9. Advises the director of any problem areas in handling office workflow, questions about program priorities, and suggestions for improving the efficient operation of the program office.
10. Arrange and coordinate travel and travel reimbursement for staff and participants of ASPIRE and McNair Programs.
11. Other duties as assigned.

INTERPERSONAL CONTACTS

1. Reports to the director ASPIRE/McNair

SUPERVISORY RESPONSIBILITIES

Minimal. Provides training to student aids that work for ASPIRE and the McNair Scholars Programs. Assists with student’s time management and schedules.
 

QUALIFICATIONS
Education and Experience

• Requires a minimum of an A.A. degree or equivalent. BA/S preferred.
• Minimum of 4-6 years related experience.
• Preferably with an accounting background or strong knowledge of handling various budgets.
• TRIO experience preferred.

Knowledge, Skills, and Abilities Required

• Excellent written and verbal communication skills.
• Ability to work independently in a culturally diverse setting.
• PC experience including working knowledge of word processing, excel, and proficiency in interpreting database reporting and database management, bookkeeping and accounting.
• Knowledge of office methods and procedures, particularly the handling of confidential student and personnel records.
• Ability to maintain an efficient front operation with a strong service orientation to students.

Physical Requirements

• Works in standard office environment with desk, telephone, computer, bookshelves and file cabinets provided. Maintains office copier and fax machine.

Complexity of Duties

• Works with minimal direction on all assigned projects.
• Exercises independent judgment in developing effective and productive office workflow.
• Works independently in maintaining both electronic and hard copy records on participants.

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 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 San José State University Research Foundation (SJSURF) provides an excellent benefits package to benefited employees. The comprehensive benefits package includes:

1. Four company health insurance plans to choose from (employee contributions differ according to plan and level of coverage).
2. Employer-paid dental and vision for both employee and eligible dependents.
3. Life, AD&D, LTD with supplemental coverage opportunities.
4. 14 paid federal & state holidays.
5. Retirement Plan: 403 (b) employee contribution plan component and a 403 (b) employer contribution component, which vests immediately.
6. Vacation-hour accruals and separate sick-hour accumulations.
7. Employee discounts.

Please visit the Benefits & Compensation page on the SJSU Research Foundation 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 José 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.
 
San José 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 Foundation’s 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 (408) 924-5582.