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San José State University · 8 hours ago

Office Administrative Assistant

San Jose, CA

Full-time

Onsite

Entry Level

$4,381/mo - $5,032/mo

2+ years exp

San José State University is seeking an Office Administrative Assistant for the Valley Foundation School of Nursing to provide comprehensive administrative support for the day-to-day operations of the department. This role involves managing student compliance tracking, maintaining departmental records, and coordinating daily office operations while supporting faculty, staff, and students.

Education

No H1B

Responsibilities

Provide administrative support to faculty, staff, and students, responding to inquiries related to department policies, procedures, and academic requirements

Manage student compliance tracking, background screenings, certifications, and related deadlines for undergraduate nursing programs

Support RN to BSN and BSN application processes and assist with student forms, petitions, and grade changes

Maintain departmental records, course syllabi, calendars, and communications

Coordinate daily office operations, including supplies, mail, announcements, events, and facilities-related requests

Assist with department events, meetings, and cross-coverage of administrative functions as needed

Qualification

Microsoft WordAdobe AcrobatExcelGoogle DocsBusiness writingCustomer serviceOral communicationWritten communicationDetail-orientedOrganizational skills

Required

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

Ability to communicate with constituents in a professional and respectful manner

Through knowledge of methods, procedures and practices: English grammar, business writing, punctuation and spelling

Ability to draft, compose and appropriately format correspondence and standard reports

Knowledge of professional general business office procedures and practices

Ability to perform accurately in a detail-oriented environment and meet department, college, and university deadlines

Ability to handle multiple work priorities, organize and plan work projects

Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies

Must possess strong oral and written communication skills

Must possess professional customer service and public relations skills

Ability to ensure completeness, accuracy, and timeliness of all operational functions

Ability to troubleshoot and resolve most office and customer-related problems with resourcefulness

Strong knowledge of form and document development (PowerPoint, Google Docs, Adobe Acrobat, etc.)

Strong knowledge of Microsoft Word, Adobe Acrobat, Excel, and DocuSign

Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions

Ability to perform standard arithmetic functions of a transactional nature, including tracking and comparing data