Administrative Project Specialist

Job Summary

Reporting to the Director of Resources and Operations and receiving work lead direction from the Associate Deans for Innovation & Resource Management and Student & Faculty Engagement, the Administrative Project Specialist will provide administrative and analytical support to ensure the effective and efficient operation of the Associate Deans’ offices.

• 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 the development, implementation, and monitoring of projects that advance the library’s strategic priorities.
• Coordinate and communicate across library units and external partners to support cross‑functional projects and strategic 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 various library committees, advisory boards, working groups, and task forces.
• Serve as backup to the Dean’s Executive Assistant during absences, providing executive and logistical support.
• Serve as backup to the Operations Support Analyst for purchasing and supplies coordination and event support.
• Serve as backup to the Event & Media Services Coordinator, assisting with the reservation of Library event spaces for the SJSU community.
• 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 and minimal supervision. Skill in analyzing, interpreting, and presenting administrative data and reports to support planning and decision‑making.
• Strong communication and interpersonal skills to work effectively with faculty, staff, students, and external partners in a collaborative environment.
• Demonstrated ability to handle confidential and sensitive information with tact, discretion, and professionalism.
• Proficiency in office and data management software (Google Workspace, Excel, and database tools) and ability to adapt to new technologies.
• Strong organizational and time‑management skills, with the ability to manage 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 leading to the development or improvement of administrative policies, procedures, practices, or programs.

• Bachelor's degree in business administration, public administration, library and information science, or a related field.
• Experience working in a university environment.
• Experienced (Intermediate or advanced proficiency) in Excel or spreadsheets for data collection and analysis, as well as in Google Workspace.
• Demonstrated experience in 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)

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.

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