Program & Administrative Specialist — San Jose

Travel Security Careers; San Jose (CA); On-site; USD 30,000 - 50,000; Full time

Job summary

Transportation Security Administration in San Jose is seeking Program Assistants to support managers and teams with administrative coordination, data tracking, scheduling, and records management. The role emphasizes attention to detail, multi-tasking, and strong communication across departments.

Responsibilities include preparing materials, maintaining records, coordinating meetings, and assisting with payroll, HR, scheduling, and other program areas as needed.

Qualifications

• Organization and attention to detail required.
• Strong written and verbal communication skills.
• Data entry, tracking, and basic analysis experience.
• Proficiency with Microsoft Office or equivalent software.
• Experience with records and document management.
• Calendar, meeting, and deadline coordination skills.
• Customer service and professional communication.
• Ability to manage several assignments without losing accuracy.
• Discretion when handling sensitive information.

Responsibilities

• Provide administrative and program support to TSA managers and employees.
• Coordinate daily office activities, projects, and operational assignments.
• Compile, organize, track, and analyze program information.
• Maintain electronic records, spreadsheets, reports, and administrative files.
• Prepare correspondence, meeting materials, reports, and internal communications.
• Schedule meetings, maintain calendars, and track deadlines or action items.
• Assist with finance, human resources, scheduling, payroll, or other assigned program areas.
• Monitor program metrics and help identify incomplete or inconsistent information.
• Research files, records, policies, and electronic systems.
• Support the implementation of new office procedures and administrative systems.
• Communicate with employees, managers, timekeepers, financial staff, and external contacts.
• Review administrative work for accuracy, completeness, and compliance with established procedures.

Skills

Organization

Written and verbal communication

Data entry

MS Office

Records management

Calendar coordination

Customer service

Multitasking

Discretion

Tools

Microsoft Office

Job description

Transportation Security Administration in San Jose is seeking Program Assistants to support managers and teams with administrative coordination, data tracking, scheduling, and records management. The role emphasizes attention to detail, multi-tasking, and strong communication across departments.

Responsibilities include preparing materials, maintaining records, coordinating meetings, and assisting with payroll, HR, scheduling, and other program areas as needed.