EC Administrative Student Assistant

Position Overview

The Student Union, Inc. is 501(c)(3) nonprofit auxiliary that maintains three major facilities at San Jose State University in downtown San Jose, California. These facilities include the Diaz Compean Student Union Building, the Provident Credit Union Event Center, and the Spartan Recreation and Aquatic Center. The Student Union, Inc. functions as part of the Student Affairs Division on campus, and is governed by a Board of Directors made up of a student majority, faculty, and administrators.

The Student Union, Inc. of San Jose State University supports the development, growth, and well-being of students and the campus community by providing diverse programs, desired services, and quality facilities to enhance the collegiate experience.

Under the supervision of the Coordinator, Events and Conferences, the Event Center Administrative Student Assistant provides administrative support for the daily operations of the Provident Credit Union Event Center and other Student Union managed facilities. The position assists with reservations, event documentation, customer service, billing preparation, purchase authorizations, and general office operations while providing exceptional service to campus partners, clients, and visitors.

Student employees gain practical experience in event management, venue operations, customer service, and higher education administration.

• Assist with processing facility reservation requests and event scheduling.
• Review reservation information for accuracy and completeness.
• Update reservation information within EMS and other scheduling systems.
• Prepare reservation files, event packets, and supporting documentation.
• Monitor reservation workflows and communicate updates to professional staff.
• Support event confirmations and client communication throughout the reservation process.

• Prepare purchase authorization requests and supporting documentation.
• Assist with billing preparation, invoicing, and financial tracking.
• Assist with tracking departmental purchase authorizations.
• Support reconciliation of departmental purchasing records.
• Assist with invoice routing and payment documentation.
• Maintain electronic and paper event files in accordance with departmental standards.
• Assist with data entry, record management, and document organization.
• Support departmental reporting and administrative projects.

• Serve as the first point of contact for visitors, clients, and campus partners.
• Answer phones, emails, and general inquiries while providing exceptional customer service.
• Direct customers to appropriate resources and professional staff.
• Provide information regarding facilities, reservations, and Student Union services.
• Foster a welcoming, professional, and inclusive office environment.

• Prepare event packets, schedules, and operational documents.
• Assist with pre-event administrative preparation and event logistics.
• Provide on-site administrative support during events as assigned.
• Assist professional staff with event check-in and client support.
• Support special events, campus programs, and departmental initiatives.
• Assist professional staff with special projects.

• Maintain office supplies, shared files, and departmental resources.
• Monitor departmental email inboxes and route requests appropriately.
• Maintain shared calendars and operational schedules.
• Assist with updating forms, templates, and departmental documents.
• Prepare reports, spreadsheets, correspondence, and other business documents.
• Support the daily administrative operations of the Event Center.

• Attend required staff meetings, trainings, and professional development opportunities.
• Complete required Student Union and University training.
• Demonstrate professionalism, accountability, initiative, and continuous learning.
• Perform other duties as assigned.