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The California State University · 1 month ago

Administrative Project Specialist

San Jose, CA

Full-time

Onsite

Entry, Mid Level

$6,430/mo - $6,558/mo

2+ years exp

The California State University is seeking an Administrative Project Specialist to provide administrative and analytical support for the Associate Deans' offices. The role involves managing calendars, coordinating projects, and tracking deadlines to ensure efficient operations.

EducationHigher EducationUniversities

Culture & Values

No H1B

Responsibilities

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

Qualification

Project coordinationCalendar managementData analysisGoogle WorkspaceExcel proficiencyDiscretionCommunication skillsInterpersonal skillsOrganizational skillsTime management

Required

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

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

Preferred

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

Benefits

Comprehensive benefits package typically worth 30-35% of your base salary

Company

The California State University

Glassdoor4.1

The California State University is the largest system of four-year higher education in the country, with 22 campuses, 56,000 faculty and staff and more than 450,000 students.

Founded in 1947

Long Beach, California, USA

10001+ employees