Special Collections Administrative Assistant

San Jose, CA
Mar 29, 2018
Institution Type
Four-Year Institution

Job ID: 24396
Full/Part Time: Full-Time
Regular/Temporary: Regular
Job Code: 1032
Department: Steinbeck Center


Classification: Administrative Support Assistant II
Salary Range: $2,539 /month - $4,202 /month
FLSA status: Nonexempt

San Jose State University offers employees a comprehensive benefits package. For more information on programs available, please visit http://www.sjsu.edu/hr/benefits/

About the Position

The King Library is a unique collaboration between the City of San Jose and San Jose State University. The purpose of this position is to provide administrative support to the two centers and the faculty directors. This position oversees the day-to-day operations of the centers including greeting visitors, answering phone calls, preparing correspondence and reports, ordering supplies and equipment, and training student assistants.

Responsibilities include but are not limited to the following:

-Handles the day-to-day operations of the centers which include but are not limited to answering the phone, handling requests for information and other general correspondence.
-Prepare, process and maintain a variety of records (e.g. calendars, databases, student assistant payrolls, subscription lists to both centers journals.)
-Assist in tracking and monitoring of centers budgets.
-Assist in the planning and coordinating special events, including mailings and publicity.
-Assist with the Steinbeck Fellows and Young Pianist's Programs.
-Prepare materials for board meetings. Attend unit and college meetings and appropriate training sessions. Participate on committees when appropriate.
-Maintain and orders office supplies and equipment.
-Monitor facilities and custodial services and report to the Library and FD&O regarding facilities issues and keycard access and requests.
-Provide workflow and work coordination for centers' student assistants.

Education and Experience

Completion of a high school program or its equivalent and one year of experience in an office environment.

Preferred Qualifications

-Demonstrated background in music and/or library experience

Knowledge, Skills & Abilities

-Strong oral communication skills.
-Must possess excellent customer service and public relations skills to interact with public, faculty, staff, and board members.
-Thorough knowledge of methods, procedures and practices; English grammar, business writing, punctuation and spelling.
-Working knowledge of software applications, word processing and database management.
-Knowledge of or ability to learn necessary instances in CMS.
-Ability to edit and proofread manuscripts, newsletters, board minutes and centers-related materials.
-Ability to handle multiple work priorities.
-Knowledge of or ability to learn and apply a variety of state, federal, CSU and SJSU policies and procedures.
-Ability to perform in a detail-oriented environment.
-Ability to maintain confidentiality and appropriately handle sensitive communications with employee and external agencies.
-Knowledge of or ability to learn and apply a variety of state, federal, CSU and SJSU policies and procedures.
-Knowledge of or ability to learn instances in CMS.

Posting Date

January 17, 2018

Application Screening

Application Screening begins February 2, 2018
Applications received before that date will receive first consideration.

This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Required Application Material:

Letter of interest
Complete SJSU Online Employment Application to apply, please visit our website at: http://www.sjsu.edu/hr/careers/jobs/index.html

Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration.

Note To Applicant

Every applicant who reaches the final level of interviews will be required to complete a background check. 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. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.


All San Jos 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.

Equal Employment Statement

SJSU is an Equal Opportunity Affirmative Action employer. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, gender, gender identity/expression, sexual orientation, genetic information, medical condition, marital status, veteran status, or disability.

It is the policy of SJSU to provide reasonable accommodations for applicants with disabilities who self disclose.

Contact Information

One Washington Square San Jose, CA 95192-0046
Phone: 408-924-2250


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