Department Assistant

San Jose, CA
Oct 31, 2018
Institution Type
Four-Year Institution

Job ID: 24735
Full/Part Time: Full-Time
Regular/Temporary: Regular
Job Code: 1032
Department: Nursing


Classification: Administrative Support assistant - II
Salary Range: $2,600 /month - $4,458 /month
FLSA status: Nonexempt

San Jose State University offers employees a comprehensive benefits package. For more information on programs available, please visit

About the Position

The Department Assistant independently performs moderate to complex clerical and administrative support duties. This position provides support to other administrative support personnel and School of Nursing students, faculty, and staff.

Responsibilities include but are not limited to the following:

-Act as front-line receptionist, answer phones, greets all faculty, staff, students and visitors to the School of Nursing. Provide students (walk-ins & telephone inquiries) with general information regarding programs offered through the School of Nursing.
-Provide administrative/clerical support to Director, Assistant Director, Undergraduate and RN-BSN Coordinators.
-Review and screen prospective applications on NursingCAS.
-Process Board of Registered Nursing licensure verification forms, type rosters each semester of graduates with verification of degree and other correspondence to the Board of Registered Nursing.
-Assist students with petition forms, major forms, A & R procedures, and registration inquires
-Remove advising holds on CMS system, print course registration information, class lists from CMS as requested from faculty.
-File and type routine correspondence/develop flyers and brochures.
-Maintain school course descriptions, school databases, office kiosk, student information (contact faculty members to make appropriate changes and distribute updated versions).
-Troubleshoot office equipment problems.
-Assist with mailings and other forms of publicity; sort mail and distribute as needed.
-Maintain/order office supplies; Maintain orderly work/office environment.
-Check student pre-clinical documents and contact students to complete files as needed.
-Coordinate clinical placement onboarding process for individual student.
-Assist in distributing/mailing books to students.
-Schedule outpatient clinic appointments via phone.

Education and Experience

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

Preferred Qualifications

-Demonstrated experience with word processing, spreadsheet, FileMaker Pro and database management
-Demonstrated strong oral and written communication skills, including excellent customer service, English grammar, business writing skills
-Demonstrated experience handling confidential and sensitive matters
-Demonstrated ability to handle a high volume of tasks and demands including multiple projects simultaneously

Knowledge, Skills & Abilities

-Thorough knowledge of office methods, procedures and practices; English grammar, business writing, punctuation and spelling.
-Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions.
-Ability to compose and appropriately format correspondence and reports.
-Working knowledge of software applications: word processing, spreadsheet, database management.
-Ability to perform accurately in a detail-oriented environment.
-Ability to handle multiple work priorities, organize and plan work and projects.
-Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies. Able to identify deviations from applicable policies.
-Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions.
-Ability to perform standard arithmetic functions of a transactional nature, including tracking and comparing data.
-Ability to quickly learn and apply a variety of state, federal, CSU, and SJSU policies and procedures.
-Strong oral and written communication skills. Must possess excellent customer service and public relations skills.

Posting Date

August 31, 2018

Application Screening

Application Screening begins September 15, 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-PDF

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

Satisfactory completion of a background check (including a driminal records check) is required for employment. SJSU will issue a conditional 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 conditionally offered the position.

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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