Spartan Athletic Bands Administrative Support Coordinator

San José State University•San Jose, CA

27d•$4,047 - $5,896

About The 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. This is a Part-Time (0.5 FTE) Benefited Position.

Requirements

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
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

Nice To Haves

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)

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.