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Job Summary

*This position is open to current SJSU employees only*

Reporting to the Manger, Employment Authorization & Compliance Services, this position works under general supervision and serves as the Administrative Services Representative in the welcome desk for University Personnel. The Administrative Services Representative works independently and is responsible for providing primary information/reception desk coverage for University Personnel, including greeting guests, monitoring the flow of customers, processing new hire paperwork, analyzing employment documentation and verifying eligibility to work, and answering telephones and redirecting calls to the appropriate party. This position is responsible for the distribution of daily paychecks, as well as the master and hourly paychecks each month. This position also provides administrative support to the UP department and is the primary point of contact for desktop support for common areas and facilities needs.

Key Responsibilities

• Managing the Welcome Desk and Providing Administrative Support
• Tower Card Process
• Pay Warrants and Pay Warrant distribution
• New Hire Documentation
• Employee Address and Name Changes & SSN Verification

Knowledge, Skills & Abilities

• Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures
• Ability to communicate with constituents in a professional and respectful manner
• Expertise in using office software packages, technology, and systems
• Knowledge of PeopleSoft Human Resources
• Ability to learn and effectively operate the UP-phone system
• Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist
• Ability to handle a high-volume reception area, with many interruptions including incoming phone calls and visitor traffic in a professional manner
• Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area
• Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas
• Ability to achieve successful outcomes in handling difficult situations and customers
• Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions
• Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference
• Ability to effectively write and present information in one-on-one and small group situations
• Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations

Required Qualifications

• Completion of a high school program, technical/vocational program, or their equivalents
• Three years of related office work experience

Preferred Qualifications

• Bachelor’s Degree or Equivalent work experience
• Customer service experience; Experience processing new employee paperwork; Experience working with Federal Form I-9; Experience with multi-line phone system; Experience in high-volume reception area; Experience with PeopleSoft Human Resources

Compensation

Classification: Administrative Support Coordinator II
Anticipated Hiring Range: $5,016/month (Step 8)
CSU Salary Range: $4,367/month - $6,362/month (Step 1 – Step 20)

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.

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:

• Resume
• Letter of Interest

All applicants must apply within the specified application period: March 2, 2026 through March 15, 2026. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

University Personnel
jobs@sjsu.edu
408-924-2252

CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu.

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.

The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.

SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)

All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification: 

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at clerycompliance@sjsu.edu.

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf. The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at uhs-frontdesk@sjsu.edu.

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

Equal Employment Statement

San José State University is an equal opportunity employer. The university prohibits discrimination based on age, ancestry, caste, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, marital status, medical condition, military status, nationality, race, religion, religious creed, sex, sexual orientation, sex stereotype, and veteran status. This policy applies to all San José State University students, faculty, and staff, as well as university programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus). Reasonable accommodation is made for applicants with disabilities who self-disclose. San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.