Overview
Administrative Support Coordinator Jobs in San Jose, CA at Cal State University (CSU) San Jose
General Description
The City of Madison is hiring a Program Assistant 2!
This Program Assistant position serves both the Community Development Authority (CDA) and the Department of Planning Community and Economic Development (DPCED) Office of the Director. As a primary role, this Program Assistant provides coordinated administrative support to CDA housing programs and redevelopment functions. In a closely related role, this position also provides executive administrative support to the Director of DPCED, including administrative support on cross-division projects and initiatives, and coordination of DPCED staff meetings and events.
This is a highly responsible office management and administrative position in the Central Office of the Community Development Authority (CDA). The position involves varied, detailed, and highly responsible administrative support and clerical work. Judgment, discretion, and initiative are needed for on-going duties and interpretation of policies, procedures, and processes. The employee in this position must be able to work independently, coordinate many projects, and communicate effectively while working as a member of the CDA Housing Operations team and supporting the priorities of the DPCED Director. The employee will have direct responsibility for office management functions, be responsible for administrative support to the CDA Board, assist with confidential recruitment efforts, provide training, and may review the work of lower-level clerical employees. The employee must be able to perform record keeping and reporting functions relative to assignments. The position works under the general supervision of the CDA Administrative Services Manager.
Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply. We value the unique blend of lived experiences and diverse perspectives that comes from non-traditional education pathways and the variety of transferrable skills each candidate brings to the table. We value diversity, equity, inclusion, and belonging. Even if every item on the job posting doesn’t match your experience perfectly, we encourage you to apply and share how your skills and experience can best serve our community.
Employees may be eligible for loan forgiveness through the Public Service Loan Forgiveness Program.
Examples of Duties and Responsibilities
Office Management
Reconcile monthly purchase card transactions, and process purchase orders and invoices within Munis.
Develop, implement, and monitor office procedures and systems; and create and update operating procedure manuals.
Serve as a Records Coordinator for the State Records Storage System managing documents and records per records retention requirements.
Monitor and maintain adequate levels of office supplies, agency subscriptions, and memberships.
Serve on the SharePoint Administrators team and assist with electronic records storage solutions; assist with special projects.
Coordinate with Information Technology Department staff to manage hardware replacement and installation and serve as point-of-contact for multifunctional machines and any servicing needs.
Assist hiring managers by supporting online recruitment, serving as a main contact for candidates, entering information into the City’s NeoGov system, and coordinating workstation setup, building access, onboarding new employees, and occasional supervision of interns.
Maintain confidential personnel files, organizational charts, and employee directories.
Serve as a notary public.
Serve as CDA System Administrator for U.S. Department of Housing and Urban Development (HUD) systems. Coordinate Annual Security Awareness training and maintain related records. Maintain HUD Section 3 new hire reports.
Coordinate facility maintenance requests and provide regular communications to employees for effective workflow within office suites.
Support CDA Equity initiatives. Monitor required training for compliance; assist with equity action plans and updates; provide Video Relay Interpretation trainings; and assist with vital document translation projects.
Monitor professional certification renewal deadlines for CDA staff.
Assist Administrative Services Manager with preparation of the CDA Annual Plan required by HUD.
Assist with data entry for annual operating and capital budget process.
Coordinate special document needs through Document Services.
For major redevelopment efforts, support project managers with logistics, including occasionally hand-delivery of checks and funding applications.
Serve as Executive Assistant to DPCED Director and CDA Housing Director
Assist with scheduling meetings and maintaining Directors’ calendars.
Assist with occasional travel and training arrangements.
Collect and manage items for DPCED Director’s signature.
Assist in the coordination of occasional special projects, trainings, and events.
Support Committees and Boards
Maintain meeting plan and attend planning meetings.
Create and publish agendas and upload cross reference lists. Disseminate electronic agendas and related information to committee members and management team.
Process and track occasional resolutions for referral to Common Council.
Secure meeting space (or virtual setting). Maintain meeting dashboard, Zoom reservations, public registration, and resolutions logs. Serve as point-of-contact for public comments and meeting accommodation requests.
Facilitate meetings and provide technical support. Coordinate certain meeting protocols through advice from City Attorney’s Office. Create and publish meeting minutes.
Perform related work as assigned.
Minimum Qualifications
Four (4) years of responsible administrative support experience that includes significant administrative responsibilities. AND
One (1) year of leadership or programmatic experience. AND
Coursework in administration or business.
OR
Bachelor’s degree from an accredited college or university may be substituted for three (3) years of experience. AND
One (1) year of responsible administrative support, which includes directly-related leadership or programmatic experience.
OR
Associate’s degree in a related field such as accounting, administrative assistant, business, office management, etc. may be substituted for three (3) years of experience. AND
One (1) year of responsible administrative support, which includes directly-related leadership or programmatic experience.
If an applicant does not possess the specific requirements outlined above, HR will review the application materials to determine if the applicant possesses the following equivalent experience:
Four (4) years experience in applying the following:
Administrative office practices and procedures.
Two (2) years experience in applying the following:
English composition, correct punctuation, spelling, grammatical usage, and acceptable business letter and report formats.
Business math, payroll, and basic accounting and budgetary practices.
Computer usage and software applicable to the duties of the position including, but not limited to, MS Outlook, MS Word, MS Excel, MS PowerPoint, Zoom.
Familiarity with the following:
Supervisory principles and practices.
The City of Madison strives to provide exceptional customer service to all its residents and visitors. Therefore successful candidates will have demonstrated ability to effectively work with multicultural communities. The employee must also have the ability to:
Learn technical and administrative program requirements and procedures and provide training to others.
Utilize on-line communications and reporting systems, and accurately input data in a timely manner.
Ensure payroll functions run efficiently and timely. Remain approachable, responsive, helpful, communicative, and sympathetic to employees’ concerns over payroll issues.
Maintain trust and confidentiality.
Work under pressure and with interruptions.
Alphabetize and file accurately.
Clearly communicate to supervisor on workload, priorities, and progress in meeting agency goals.
Contribute to the welfare and effectiveness of the division by adhering to high ethical standards of performance and interpersonal relationships.
Handle irate and irrational or disoriented individuals with tact and discretion by exercising mature, personal judgment.
Diffuse potentially volatile or threatening situations on a one-on-one basis.
For a complete list of the Knowledge, Skills, and Abilities, please see the class specification.
Special Requirements
Ability to meet the transportation requirements of the position.
Ability to attend 2-3 board or committee meetings per month on weekday evenings.
Ability to become a HUD Systems Administrator within six (6) months of employment. Failure to complete the required training will result in removal from the position, absent extenuating circumstances.
Ability to become a Notary Public.
Physical Requirements:
Work in this position is primarily sedentary, requiring the ability to sit/stand at a desk working on a computer and using a monitor for extended periods of time. Must have the ability to lift file boxes weighing up to 40 lbs. and have the ability to reach, climb, and kneel.
Title: Administrative Support Coordinator
Company: Cal State University (CSU) San Jose
Location: San Jose, CA
