Administrative Assistant, Title IV-E

OUR STATEMENT

The San Jose State University Research Foundation (SJSURF) is committed to building a work environment where everyone can show up as their own self and have an opportunity to contribute, develop, and advance in their career. Diversity, Equity, and Inclusion (DEI) are core values of the organization. We strive to attract, retain, and develop employees who reflect the community and society where we work and live.

The Research Foundation aims to develop a culture where everyone feels welcome, shares their views, and where differences in backgrounds and perspectives are seen as adding value.

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 Jose 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.

• 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.

1) Reports to the project coordinator.

2) Interacts daily with staff, students and faculty of SJSU as well as SJSU Research Foundation employees and with CA Title IV-E Education CSIS staff as needed.

None.

Education and Experience

• 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, People Soft, Excel and Google Sheets, Docu Sign, 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.

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

• Typical office environment and equipment.
• Requirements may include the need to sit or work at a computer terminal for long periods of time.
• May be required to walk/travel across campus to other offices or…