Marching Band Admin & Operations Coordinator

The California State University; San Jose (CA); On-site; USD 25,876 - 30,994; Part time

Job summary

The California State University invites applications for a Part‑Time Benefited Administrative Support role supporting the Spartan Marching Band at San José State University. This 0.5 FTE position handles inquiries, schedules, travel, purchasing, and reporting in a busy program office.

Strong organizational and communication skills are essential, as is ability to work flexible hours for game days and events within CSU policies.

Qualifications

• High school diploma or equivalent.
• Two years of related office experience or equivalent education/experience.
• Proficiency with standard office software and ability to learn university systems.
• Strong written and oral communication, and customer service skills.
• Ability to work evenings and weekends for events when required.
• Commitment to inclusive, student-centered support in a university setting.

Responsibilities

• Serve as the primary administrative contact for the Spartan Marching Band and respond to inquiries.
• Coordinate communications via email, web updates, printed materials, and other platforms.
• Maintain calendars, rehearsal schedules, room reservations, and event logistics.
• Arrange travel, meals, equipment, and logistics for performances.
• Process purchasing, reimbursements, travel authorizations, and other financial tasks.
• Maintain participation records, eligibility, attendance, and program files.
• Support recruitment events and campus visits; coordinate outreach.
• Assist with inventory for uniforms, instruments, and equipment.
• Prepare reports and maintain records for planning and assessment.
• Provide general office support and assist with special projects.

Skills

Organization

Scheduling

Customer service

Communication

Office software

Policy interpretation

Inclusion & equity

Evenings/weekends flexibility

Tech literacy (AI awareness)

Education

High school diploma

Tools

MS Office

Excel

Databases

Email

Shared calendars

Job description

The California State University invites applications for a Part‑Time Benefited Administrative Support role supporting the Spartan Marching Band at San José State University. This 0.5 FTE position handles inquiries, schedules, travel, purchasing, and reporting in a busy program office.

Strong organizational and communication skills are essential, as is ability to work flexible hours for game days and events within CSU policies.