Office Administrative Assistant

San José State University • San José, CA

5h

About The Position

The Valley Foundation School of Nursing is seeking an Office Administrative Assistant to provide comprehensive administrative support for the day-to-day operations of the department. Reporting to the Director of Resources and Operations, CHHS, and receiving work direction from the Director of Nursing, this position works independently to support faculty, staff, and students while ensuring departmental projects, procedures, and compliance requirements are completed accurately and on time. This role serves as a key point of contact within the department and plays an essential role in maintaining effective office operations, student support services, and departmental communications.

Requirements

• 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
• 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

Nice To Haves

• Bachelor’s Degree
• Four (4) years of office experience and/or management experience

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

Benefits

• 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

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