Administration Office Assistant

2023 - POSITION DESCRIPTION
 
Job Title: Administration Office Assistant
Classification Title: Student Assistant I
Job Code/Grade: Hourly, Non-Exempt
Department: Spartan Recreation
Supervisor: Director, Recreation Facilities  
Location: Spartan Recreation and Aquatic Center (SRAC)
 
The Student Union, Inc. is 501(c)(3) nonprofit auxiliary that maintains three major facilities at San Jose State University in downtown San Jose, 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
Under the direct supervision of the Director, Recreation Facilities, the Administration Office Assistant (SRAC) is responsible for providing general office and clerical support to Spartan Recreation professional staff, and is responsible for providing excellent customer service and has a solid understanding of Spartan Recreation programs and services. The student assistant is responsible to support the Student Union, Inc. mission to connect, engage, and inspire Spartan pride within the SJSU Community.
 
Essential Functions and Tasks

• Support Director, Recreation Facilities on the office management of SRAC Administration Offices. Including
  1. Serves as the first point of contact; answers questions, provides directions and assists staff, students and guests in-person, by phone and email in a positive and supportive manner.
  2. Performs administrative duties, word processing, data entry, spreadsheets, compile reports, general office tasks, and small project work.
  3. Scheduling functions, coordinates with clients regarding space needs, policies and procedures, reservations process, verbally or in writing.
  4. Assists with information gathering and the approval process for student groups, campus departments and other entities looking to reserve spaces within SRAC and South Campus Recreation Field.
• Assists professional staff with administrative tasks such as mail distribution, supply orders, space scheduling, preparing of forms, etc.
• Responsible for enforcing SRAC and University policies and procedures.
• Attend all regularly scheduled staff meetings, training days, and workshops.

Knowledge, Skills and Abilities (KSAs)

• Previous experience in an office environment with administrative duties,ability to organized, manage multi-tasks, and meet agreed-upon deadlines.
• Knowledge of program policies and procedures and ability to manage situations which require resolution and problem solving.
• Experience in computer applications such as: Google Suite (Gmail, Docs, Slides, Sheets, Forms, etc.) Microsoft Office (Word, Excel, PowerPoint, etc.).
• Strong customer service and interpersonal skills.

Qualifications and Specifications:

• Current First Aid/CPR/AED certification, American Red Cross preferred.  Online certifications will not be accepted. (May be obtained as part of training/onboarding.)
• Must be a current matriculated SJSU student
• 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.

Physical Demands and Work Environment

1. The position works in a wide variety of environments including both a typical office as well as indoor facility in a program-oriented environment. 
   1. The physical demands of this position are described below
      1. Sitting, walking, twisting, bending, climbing, pulling, pushing, squatting, crawling, kneeling, balancing, reaching, and coordination (eye, hand, foot).
      2. Fall (Slip, Trip) Conditions that result in falls (impacts) from height or traditional walking and playing surfaces.
      3. Lifting and carrying, frequently 5-10lbs, occasionally 10-15lbs.
      4. Hearing and speaking to exchange information in person or on the telephone.
      5. Dexterity of hands, fingers, and wrists to operate a computer keyboard and calculator.

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.
• In general, the position works a schedule based on the 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), students 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 Jose 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.
 
Reasonable accommodations will be provided for applicants with disabilities who self- disclose.
 
California State University (CSU) Learning & Development
Within the first month, all employees are required to complete the following compliance online training sessions through CSULearn, the University's employee training platform. Employees will be enrolled in the training soon after their appointment is processed and will be notified via email from CSULearn@sjsu.edu.

• CSU - Injury and Illness Prevention Program - one time course
• CSU - Preventing Discrimination and Harassment for Non-Supervisors - required every two years
• CSU - Sexual Misconduct Prevention Program (Title IX) - required every year
• Data Security and FERPA - required every two years

Background Check and Fingerprinting
Student Union employees are required to undergo and completed 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.