Government Administrative Assistant presso Associated Students, San Jose State University

Associated Students, San Jose State University

Job Description

Position Title: Government Administrative Assistant

Position Department: Government/Administration

FLSA Status: Exempt

Full/Part-Time: Full-Time

Reports to: Executive Analyst

Position Summary

Under the direct supervision of the Executive Analyst and the general direction of the Executive Director, the Administrative Assistant provides administrative support to the Associated Students (A.S.) Government department, Administration employees, and the Board of Directors. The Administrative Assistant also serves as an office manager and provides logistical support, which includes the preparation of reports, Board of Directors documents, overseeing the reception area, etc. 

Essential Functions

• Responsible for the dissemination of Board of Directors and Committees meeting agendas and minutes, travel arrangements, files and correspondence, as well as assisting the Executive Director in the implementation of special projects related to the government functions to ensure efficient and effective administrative operations of the entire Associated Students auxiliary.
• Provide, in conjunction with the Executive Director’s Executive Analyst, general administrative support to the entire Government office, which includes maintaining order and a professional environment at all times.
• Maintain and train staff and students on the OnBoard Agenda Organization Platform.
• Assist in the purchasing of items for the Board of Directors’ activities, such as Homecoming, the A.S. 55 Awards Ceremony, Scholarship Dinner, etc., and create event files.
• Oversees initial review and communication regarding all A.S. Funding Request documentation from Recognized Student Organizations
• Complete all required paperwork for approved A.S. Funding Requests
• Serve as professional staff main support for the A.S. Controller for the Spartan Showcase event.
• Support the Executive Analyst to manage and execute the A.S. Scholarship Program, including overseeing the review committee formation, selecting recipients with the support of the Board of Directors, completing paperwork for Financial Aid and Scholarships, and planning the annual Scholarship Reception, with support from the A.S. Controller.
• Serve as professional staff main support for the A.S. Vice President for the A.S. 55 Awards process.
• Serve on the campus Leadership Gala Committee as assigned.
• Prepare Government department reports, presentations, requisitions, contracts, and all additional documents pertaining to the Board of Directors or Committee's actions as needed.
• Maintain permanent records, files, and other general information, updating as necessary. 
• Implement office procedures. Provide guidance and interpretation of office policies and procedures during the annual transition period and during the academic year as needed.
• Answer telephones, provide information as needed, route calls to the destination, and take and communicate messages.  
• Read and route incoming mail and prepare outgoing mail.
• Being a contact with guests and students, the Administrative Assistant is responsible for providing a professional impression of the Government office.
• Follow and implement A.S. employment policies and procedures and consult with Human Resources on personnel matters.
• Hire, train, supervise, and evaluate student assistants.
• Manage and oversee the day-to-day supervision, training, and scheduling of all student assistants.
• Approve time sheets for student assistants’ payroll and Work Study payroll.
• Process monthly Board of Directors scholarships.
• Make travel arrangements for Board members to CSSA and various conferences, including planning, purchases, credit card reconciliations, etc.
• Ensure the appropriate room scheduling for the Board of Directors, Committee meetings, and related trainings/in-services of the Government Department and the Board of Directors.
• Attend and support Board of Directors meetings, training, retreats, and In-Services.
• Order office supplies for the Government department. 
• Maintain the operation of the office equipment, such as the printer and video screen.
• Work closely with the Leadership and Government Coordinator on Board of Directors-related projects.
• Assist with special events and social activities for the Board of Directors or the organization as needed. 
• Support with developing and implementing training topics during retreats/in-services.

Knowledge, Skills, and Abilities

• Ability to establish and maintain cooperative working relationships within a diverse University environment. 
• Ability to effectively present information and respond to inquiries from campus constituents, employees, students, and the general public.
• Ability to prepare business correspondence, prepare and finalize meeting minutes, and organize and conduct research according to the level of the request.
• Ability to read and interpret policies and procedures, make recommendations for changes and improvement, and ability to advise others of the appropriate action.
• Ability to work independently with minimal supervision.
• Ability to plan and organize office activities.
• Ability to organize and set priorities and meet deadlines.
• Ability to maintain confidentiality of work-related information.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills.
• Prior knowledge or experience in higher education is preferred.
• Must be proficient in Microsoft Office apps and Google Workspace. 

Work Environment, Hours, and Physical Demands

• This job operates in an office environment and routinely uses standard office equipment.
• Work hours are Monday through Friday, 8:00 AM – 5:00 PM. Occasional evening and weekend work may be required as job duties demand.
• Must be able to operate a computer, including a keyboard and mouse, and a phone.
• Must be able to occasionally lift or carry office or event products or supplies, up to 40 pounds. Reasonable accommodations will be provided as needed.

Other Duties

• This job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities that are required of the employee for this job. Activities, duties, or responsibilities may change at any time, with or without notice.

Required or Preferred Education and Experience 

• BA/BS degree in Business Administration or related field, or equivalent years of experience.
• Minimum 3 years of experience in administrative support functions 
• General knowledge of various employment laws and practices
• Skills in database management and record keeping are necessary
• Experience in supervising and training student assistants is preferred. 

Employment Statements

The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 Revised July 21, 2017, as a condition of employment.

This position may be exposed to sensitive or personal information and is required to comply with the requirements set forth by the Integrated CSU Administrative Manual 8000 series and Associated Students Information Security Standards as a condition of employment.

Associated Students provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

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