Office Administrative Assistant

The 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 Responsibilities Provide administrative support to faculty, staff, and students, responding to inquiries related to department policies, procedures, and academic requirements. Manage student compliance tracking, background screenings, certifications, and related deadlines for undergraduate nursing programs. Support RN to BSN and BSN application processes and assist with student forms, petitions, and grade changes. Maintain departmental records, course syllabi, calendars, and communications. Coordinate daily office operations, including supplies, mail, announcements, events, and facilities-related requests. Assist with department events, meetings, and cross-coverage of administrative functions as needed. Knowledge, Skills & Abilities Ability to communicate with constituents in a professional and respectful manner. Knowledge of English grammar, business writing, punctuation and spelling. Ability to draft, compose and appropriately format correspondence and standard reports. Knowledge of professional general business office procedures and practices. Ability to perform accurately in a detail-oriented environment and meet department, college, and university deadlines. Ability to handle multiple work priorities, organize and plan work projects. Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies. Strong oral and written communication skills. Professional customer service and public relations skills. Ensuring completeness, accuracy, and timeliness of all operational functions. Ability to troubleshoot and resolve most office and customer-related problems with resourcefulness. Strong knowledge of form and document development (PowerPoint, Google Docs, Adobe Acrobat, etc.). Strong knowledge of Microsoft Word, Adobe Acrobat, Excel, and DocuSign. Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions. Ability to perform standard arithmetic functions of a transactional nature, including tracking and comparing data. Required Qualifications Completion of a high school program, technical/vocational program, or their equivalents. Two (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 position. Successful completion of a background check (including a criminal records check). Preferred Qualifications Bachelor’s Degree. Four (4) years of office experience and/or management experience. Compensation Classification: Administrative Support Coordinator I Anticipated 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) Employees receive a comprehensive benefits package typically worth 30‑35% of the base salary. Equal Employment Statement San José 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 José 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 José 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. #J-18808-Ljbffr