EC Administrative Student Assistant

San Jose State University Club Sports; San Jose, Northern (CA, KY); Hybrid; USD 25,000 - 29,000; Part time

Benefits offered by this job

Sick pay

Job summary

The San José State University Student Union is seeking an EC Administrative Student Assistant to support the Provident Credit Union Event Center and other facilities. The role involves reservations, event documentation, billing, and office operations, delivering excellent service to campus partners and visitors.

Under supervision, you will gain practical experience in event management, venue operations, and higher education administration while maintaining a professional, welcoming office

Qualifications

• Must be a matriculated SJSU student enrolled at least half-time.
• Maintain a minimum GPA of 2.0 or higher.

Responsibilities

• Process facility reservation requests and scheduling.
• Review reservation information for accuracy.
• Update reservation data in EMS and scheduling systems.
• Prepare reservation files and event packets.
• Provide customer service to clients and visitors.
• Assist with billing and financial tracking.
• Maintain office files and reports.

Skills

Detail oriented

Organized

Excellent communication

Time management

Education

Matriculated student

GPA 2.0+

Tools

EMS scheduling software

Job description

EC Administrative Student Assistant

Application Deadline: 30 September 2026

Department: PCUEC

Employment Type: Part Time

Location: Provident Credit Union Event Center

Reporting To: Naomi Herrera

Compensation: $18.50 - $21.25 / hour

Description

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.

Mission 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.

Job Summary 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.

Duties & Responsibilities- Reservations & Scheduling:

• 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.

Administrative & Financial Support

• 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.

Customer Service

• 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.

Event Operations Support

• 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.

Office Operations

• 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.

Professional Development

• 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.

Qualifications

Minimum Qualifications

• Must be a matriculated SJSU student and continuously enrolled at least half-time* during the academic term.
• *Half-time is defined as follows: Enrollment Status Half-time Units Undergraduate and Post baccalaureate Students 6.0-8.0 hours/semester
• Maintain a minimum GPA of 2.0 or higher

Preferred Qualifications

• Current enrollment in Hospitality, Tourism, and Event Management or other applicable fields of study.
• Previous customer service and event management experience is preferred.

Knowledge, Skills, and Abilities (KSAs)

• Must be detail oriented, organized, and have excellent communication skills
• Must possess the ability to set and meet deadlines and manage multiple tasks at a time

Work Requirements

Physical Demands and Work Environment

• The position works in a wide variety of environments including both a typical office as well as indoor facility in a program-oriented environment.
  • The physical demands of this position are described below:
    • Sitting, walking, twisting, bending, climbing, pulling, pushing, squatting, crawling, kneeling, balancing, reaching, and coordination (eye, hand, foot).
    • Fall (Slip, Trip) Conditions that result in falls (impacts) from height or traditional walking and playing surfaces.
    • Lifting and Carrying, often 10-25lbs, frequently 26-50lbs, occasionally 50-75 lbs.
    • Hearing and speaking to exchange information in person or on the telephone.
    • Dexterity of hands, fingers, and wrist to operate a computer keyboard and calculator.
• In general, the position works a schedule based on business needs 9 a.m. - 5 p.m., Monday - Friday, occasionally works evenings, weekends, and holidays as required.
  • When school is in session - may work up to, but not in excess of 20 hours per week (among all concurrent positions).
  • When classes are not in session (i.e. summer break) may work up to, but not in excess of 40 hours per week.

Employment Information & Policies

Benefits This position is employed through the Student Union at San Jose State University which offers employees to receive 40 hours of sick pay during the calendar year.

Equal Opportunity/Affirmative Action The Student Union of San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, pregnancy, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. The Student Union and SJSU have a firm and unambiguous commitment to the active elimination of discrimination, and the affirmative recruitment of a diverse, multi-racial community of students, faculty and staff.

Background Check and Fingerprinting Student Union employees are required to undergo and complete a successful background check that includes verification of employment and education, as well as a check of criminal records for employment. Candidates for positions where the employee will come in regular contact with minors and cash management will be required to be fingerprinted. This policy includes emergency hires and may also be applicable to volunteers depending on the work performed. In some cases, the background check will include a credit check and/or a Department of Motor Vehicles check, as well as a check of licenses and certificates when applicable. All background checks are conducted through the Student Union third-party vendor, Accurate Background.

California State University (CSU) Learning and Development Within the first month, all employees are required to complete the following compliance online training session through CSU Learn, the University’s employee training platform. Employees will be enrolled in the training soon after their appointment is processed and will be notified via email from [e-mail]

1. CSU – Injury and Illness Prevention Program
2. CSU – Preventing Discrimination and Harassment for Non-Supervisors
3. CSU – Sexual Misconduct Prevention Program (Title IX) – required within the first 6 months of hire
4. Data Security and FERPA

California Child Abuse and Neglect Reporting Act All Student Union at San Jose State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.