Administrative Project Specialist

Job Summary

Reporting to the Director of Resources and Operations, the Administrative Project Specialist provides administrative and analytical support to the Associate Deans’ offices. The role involves managing calendars, meetings, events, and travel logistics; coordinating cross‑functional projects; preparing reports and materials to support decision‑making; and serving as backup to executive assistants.

• Serve as primary contact for the Associate Deans, managing calendars, meetings, events, and travel logistics.
• Prepare and organize meeting agendas, materials, and itineraries; ensure timely follow‑up on action items.
• Lead or assist in developing, implementing, and monitoring projects that advance library strategic priorities.
• Coordinate and communicate across library units and external partners to support cross‑functional projects and initiatives.
• Act as an internal and external resource on policy and procedural matters.
• Track statistics, compile reports, and maintain administrative databases, committee rosters, and distribution lists.
• Monitor deadlines and deliverables for committees and grant or compliance processes.
• Coordinate scheduling and data collection for library committees, advisory boards, working groups, and task forces.
• Serve as backup to the Dean’s Executive Assistant, Operations Support Analyst, and Event & Media Services Coordinator during absences.
• Assist with recruitment logistics and onboarding of new employees.
• Maintain and update shared administrative systems, including directories, calendars, and listservs.
• Contribute to development and maintenance of administrative SOPs.
• Serve on library, university, division, and departmental committees to participate in shared governance and relationship building, and to expand professional development.

• Knowledge of executive‑level administrative practices including calendar and meeting management, travel coordination, and correspondence.
• Ability to plan, coordinate, and execute projects independently with sound judgment.
• Skill in analyzing, interpreting, and presenting administrative data and reports to support planning and decision‑making.
• Strong communication and interpersonal skills for collaborating with faculty, staff, students, and external partners.
• Demonstrated ability to handle confidential information with discretion and professionalism.
• Proficiency in office and data management software (Google Workspace, Excel, database tools) and ability to adapt to new technologies.
• Strong organizational and time‑management skills, managing multiple priorities in a dynamic environment.

• A bachelor’s degree and/or equivalent training.
• Two years of administrative work experience involving study, analysis, and/or evaluation that contributed to improving administrative policies, procedures, or programs.

• Bachelor’s degree in business administration, public administration, library and information science, or a related field.
• Experience working in a university environment.
• Intermediate or advanced proficiency in Excel or spreadsheets and in Google Workspace.
• Demonstrated experience managing complex calendars, meetings, and travel arrangements.
• Demonstrated experience in project coordination or management.

Classification:
Administrative Analyst/Specialist – Exempt I

Anticipated Hiring Range: $6,430/month – $6,558/month (Step 11 – Step 12)

CSU Salary Range: $5,274/month – $7,684/month (Step 1 – Step 20)

Benefits:
Comprehensive package typically worth 30–35% of base salary.

Click Apply Now to complete the SJSU Online Employment Application and attach a Resume and Letter of Interest.

All applicants must apply within the specified application period:
December 10, 2025 to January 7, 2026. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

University Personnel
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408‑924‑2252

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