Administrative Assistant, Title IV-E

San José State University Research Foundation • San Jose, CA

23d • $25 - $32

About The Position

California's Title IV-E Education Program offers professional training and financial support to undergraduate and graduate social work students committed to careers in public child welfare. At San José State University (SJSU), the Title IV-E Child Welfare Program provides stipends to eligible MSW students who commit to working full time in county public child welfare services for a designated period after graduation. Under the general supervision of the project coordinator, the administrative assistant delivers comprehensive secretarial and clerical support to the SJSU Title IV-E Program.

Requirements

• Completion of a high school, technical, or vocational program (or equivalent), and three years of administrative experience involving record keeping and data entry OR Possession of a bachelor’s degree and one year of administrative experience involving record keeping and data entry.
• Excellent written, verbal, and interpersonal communication skills.
• Able to work independently and as part of a team, with strong problem-solving, organizational, and time-management skills.
• Intermediate to advanced skills levels in a broad range of technology, systems and packages including but not limited to Office Suite, Adobe Acrobat, Google programs, PeopleSoft, Excel and Google Sheets, DocuSign, Zoom, Salesforce, and other database management systems.
• Ability to develop, organize, and maintain various office systems and maintain confidential FERPA related information.
• Skilled in using Canva for the design and production of digital and print materials, including flyers, brochures, and newsletters; experienced with Qualtrics for creating, distributing, and analyzing surveys.
• Ability to monitor, budget, reconcile financial records, calculate ratios, and track financial data.
• Ability to quickly learn and apply a variety of state, federal, CSU, SJSU, and SJSU Research Foundation policies and procedures.
• Ability to update website content, images, and links while ensuring accuracy and consistency.

Nice To Haves

• Background or strong interest in social work, child welfare, and/or related social services fields.

Responsibilities

• Provides administrative and clerical support for the IV-E Program through various communication channels, maintaining confidentiality on sensitive matters.
• Prepares program documents and materials, including reports, schedules, and recruitment packets.
• Manages program accounts and databases; generates financial and student tracking reports.
• Processes stipend and expense requisitions for students, faculty, and staff; handles supply orders.
• Supports School of Social Work administrative needs related to the IV-E Program and promotes program integration.
• Prepares program forms and monitors online applications.
• Assists with event planning and logistics for seminars and workshops.
• Maintains confidential student files and records.
• Assesses administrative needs and recommends improvements to program operations.
• Other duties as assigned.

Benefits

• Four company health insurance plans to choose from (employee contributions differ according to plan and level of coverage).
• Employer-paid dental and vision for both employee and eligible dependents.
• Life, AD&D, LTD with supplemental coverage opportunities.
• 14 paid federal & state holidays.
• Retirement Plan: 403 (b) employee contribution plan component and a 403 (b) employer contribution component, which vests immediately.
• Vacation-hour accruals and separate sick-hour accumulations.
• Employee discounts.
• Paid training and professional-development conferences.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees