Spartan Athletic Bands Administrative Support Coordinator

Job no: 560013
Work type: Staff
Location: San José
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Part Time

Job Summary

*This is a Part-Time (0.5 FTE) Benefited Position*

The School of Music is seeking an Administrative Support Coordinator to play a vital role in supporting the Spartan Marching Band and athletic band programs. In this dynamic position, you'll coordinate administrative operations, event and travel logistics, student support services, and purchasing activities while helping create an exceptional experience for student musicians, faculty, and campus partners.

Key Responsibilities

• Serve as the primary administrative contact for the Spartan Marching Band, responding to inquiries from students, faculty, staff, Athletics, and community partners.
• Coordinate communications through email, web updates, printed materials, and other communication platforms.
• Maintain program calendars, rehearsal schedules, room reservations, and performance logistics.
• Coordinate travel arrangements, transportation, meals, equipment needs, and event logistics for home and away performances.
• Process purchasing transactions, reimbursements, travel authorizations, and other financial activities in accordance with University and CSU policies.
• Maintain student participation records, eligibility documentation, attendance records, and program files.
• Support recruitment activities including campus visits, audition events, and outreach programs.
• Assist with inventory management for uniforms, instruments, and equipment.
• Prepare reports and maintain records to support program planning and assessment.
• Perform general office operations and provide administrative support for special projects as assigned

Knowledge, Skills & Abilities

• Thorough knowledge of standard office procedures and practices, including effective organization, scheduling, and customer service in a busy academic or program office environment
• Ability to independently perform a variety of administrative and clerical tasks, prioritize work, and manage multiple deadlines in support of recurring and time-sensitive marching band activities and events
• Strong written and oral communication skills, including the ability to compose clear correspondence, edit basic documents, and communicate effectively with a diverse population of students, faculty, staff, and external partners
• Proficiency with standard office software (e.g., word processing, spreadsheets, databases, email, shared calendars) and the ability to learn and use SJSU and CSU systems related to finance, human resources, and student records
• Ability to interpret and apply a variety of University and CSU policies and procedures, particularly those related to purchasing, travel, scheduling, and student support, and to know when to seek guidance or escalation
• Demonstrated commitment to providing inclusive, student-centered support in alignment with SJSU’s mission and values
• Ability to work occasional evenings and weekends in support of game days, performances, and special events, with schedule adjustments consistent with CSU–CSUEU contract provisions on work hours and overtime
• General awareness of emerging technologies, including artificial intelligence (AI), and a willingness to develop skills in their appropriate, responsible, and ethical use in a higher education environment, consistent with institutional policies and practices

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

Preferred Qualifications

• Bachelors of Arts or a Bachelors in Music
• Experience providing administrative support for performing arts, music, athletics, or student life programs
• Experience working in a higher education setting, particularly within the California State University system
• Familiarity with marching band or large ensemble operations (e.g., rehearsals, performances, travel, equipment, and uniforms)

Compensation

Classification: Administrative Support Coordinator II
Anticipated Hiring Range: $2,508/month (Step 8) (Salary reflective of 0.5 FTE)
CSU Salary Range: $4,047/month - $5,896/month (Step 1 – Step 20)

San José 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: July 16, 2026 through August 2, 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

People and Culture
jobs@sjsu.edu

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 https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu.

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 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. 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.

Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

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 https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. 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 José 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 408-924-1501 or by email at clerycompliance@sjsu.edu.

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf. 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 408-795-5600 or by email at uhs-frontdesk@sjsu.edu.

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 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.

Advertised: July 16, 2026 (9:00 AM) Pacific Daylight Time
Applications close: Open until filled

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