Clerical/Admin - Administrative Assistant

Job Summary Reporting to the Associate Vice President and Dean of Students, the Administrative Specialist coordinates direct support for the Dean of Students and Associate Dean as well as high level administrative support functions for the offices within this unit (Student Conduct and Ethical Development, Behavioral Intervention, Ombuds). The Administrative Specialist provides assistance with student conduct, behavioral intervention and student ombudsperson administrative functions for San Jose State University. The nature of the work performed by the Administrative Specialist is highly sensitive and requires interpretation of CSU and university policies and procedures. This position regularly performs duties that require access to confidential information, which contributes significantly to the overall work of the Dean of Students unit. This position works directly with the team to collect, organize, present, and maintain sensitive and confidential data. Key Responsibilities Provide front-end reception and support for the Dean of Students (DOS) suite Serve as DOS suite primary contact; respond to questions (via telephone calls, emails, and in-person), analyze and solve problems. Provide back-up coverage for the 1st floor reception desk as needed. Triage student cases and concerns from the campus community, deescalating and referring to team members as needed. Maintain collaborative and consultative networks with the campus community and serve as a resource to faculty, staff, and administrators, answering questions and providing information about our services. Create content and help maintain departmental webpages in the DOS suite. Delegate job tasks and responsibilities to Student Assistant(s); ensure completion of tasks assigned. Assist with outreach to the campus community about DOS resources through tabling and promoting events, activities, and experiences that enhance student success. Responsible for direct administrative and clerical support for the Dean of Students and Associate Dean Manage calendars and schedule appointments with students, employees, and community members as requested, anticipating scheduling conflicts and working to address them appropriately. Coordinate meetings, conferences, and workshops (including coordinating formal hearing logistics), to include facility and technology reservations, catering, promotional and program materials, and assessment. Review status of job tasks and responsibilities with the Dean/Associate Dean on a regular basis. Coordinate travel arrangements for Dean and Assoc. Dean, to include travel requests, registration, transportation and hotel reservations, and reimbursement. Assist with preparing documents and materials for campus or system-wide reporting purposes. Assist the Student Conduct Administrators with maintaining the student conduct database (Maxient) pertaining to student disciplinary records Ensure timely entry of case pertinent information in the student conduct database (Maxient or equivalent). Process academic dishonesty violations, to include: issue charges and a factual description of the alleged conduct, notification to students and faculty, case assignment, resolution, and assignment of academic and administrative sanctions. Ensure compliance of educational and disciplinary sanctions and coordinate with other offices as necessary. Impose administrative holds for students and student organizations whose sanctions are not achieved within the designated timeframe. Request administrative withdrawals from courses for individuals that do not maintain student status as a result of the disciplinary process. Ensure student conduct records are properly maintained and organized. Provide administrator level support for the student conduct database to update users, granting/restricting access levels, create and manage groups, charges, sanctions, tasks, incident reports, layouts, forms, letters, campus locations, and analytics. Create Student Conduct incident reports based on information obtained from the daily log. Verify status of university affiliation of individuals named on reports and route reports to the appropriate department administrator. Assist the Student Ombudsperson and Behavioral Intervention Case Managers with maintaining their respective databases pertaining to student cases Ensure timely entry of pertinent case information in the appropriate databases (Maxient or equivalent). Assist with developing relevant formulas (spreadsheets) and "tags" (software programs) to help with data analysis. Create case summary reports on a weekly, monthly, or quarterly basis for the purposes of sharing usage and trends with campus administrators. Knowledge, Skills & Abilities Excellent customer service and public relations skills. Strong written and oral communication skills including the demonstrated ability to effectively present information and respond to questions from students, faculty, staff, administrators, and external agencies. Ability to maintain confidentiality and appropriately handle sensitive interactions with students, faculty, staff, administrators, and external agencies. Ability to learn and articulate the educational approach to student conduct in a university setting. Ability to perform accurately in a detail-oriented environment. Ability to coordinate and prioritize multiple work priorities, organize and plan work and projects. Ability to function well independently as well as part of a team. Ability to use independent judgment, critical thinking skills and analytical skills. Ability to apply professional judgment in determining notification to appropriate administrators concerning student behavior. * Ability to mediate conflict and provide dispute resolution in a fair and objective manner. Ability to learn and use student conduct databases (e.g., Maxient). Knowledge of software applications: work processing, spreadsheet, database management. Computer skills necessary to develop publications, produce reports, and maintain a website. Knowledge of methods, procedures and practices; English grammar, business writing, punctuation and spelling. * Ability to be functional in all technical aspects of work assignments. Ability to research, understand, interpret, and apply technical procedures or regulations as well as federal, state, CSU and university policies and procedures. Ability to analyze complex situations accurately and adopt effective courses of action. Knowledge of assessment/evaluation practices. Ability to establish and maintain effective working relationships within a diverse environment. Ability to communicate with constituents in a professional and respectful manner. Required Qualifications A bachelor's degree and/or equivalent training. Administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs. Preferred Qualifications Bachelor's degree or professional training program specific to the position and directly related work experience, or a combination of education and experience which demonstrates the ability to perform the essential functions of the position. Two years of professional work experience in student records or a related field (police, hospital, etc.). Two years of experience in a high volume setting providing excellent customer service in higher education or related environment. Experience using databases (i.e.: SIS, Maxient, PeopleSoft, FileMaker Pro, Excel Spreadsheet) or comparable databases. Compensation Classification: Administrative Analyst/Specialist - Non-Exempt Anticipated Hiring Range: $5,513/month - $5,850/month (Step 8 - Step 11) CSU Salary Range: $4,799/month - $6,992/month (Step 1 - Step 20) San Jose State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary. Application Procedure Click Apply Now to complete the SJSU Online Employment Application and attach the following documents: Resume Letter of Interest All applicants must apply within the specified application period: March 13, 2026 through March 29, 2026 . This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university. Contact Information University Personnel CSU Vaccination Policy The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at policy/9779821/latest/ and questions may be sent to . Additional Information Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis. The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire. SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS) All 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. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity. Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification: Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at . The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San Jose State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at or by email at . Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at . The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at or by email at . Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director. Equal Employment Statement San Jose 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 Jose 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 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.