Receptionist

Associated-Students-of; San Jose (CA); On-site; USD 25,000 - 39,000; Part time

Job summary

Associated Students (A.S.) is seeking a part-time receptionist to support the Human Resources department at the SJSU campus. You will assist with daily operations, greet walk-ins, and help with administrative tasks and event coordination.

The role requires strong communication, organization, and proficiency with MS Office. You will interact with staff, students, and university personnel, contributing to a professional and welcoming office environment.

Qualifications

• Must be a current matriculated SJSU student.
• Concentration in Human Resource Management, Business Administration or related degree preferred.
• One-year experience in clerical and administrative support is preferred.
• Knowledge of the SJSU campus and university services.

Responsibilities

• Executes reception area procedures, answers telephone calls, and provides information and assistance to staff, students, and visitors as needed.
• Provides administrative and clerical support, including filing, preparing business correspondence, and maintaining office records.
• Processes reservation requests for indoor conference rooms and responds to reservation inquiries in a timely manner.
• Ensures all meeting rooms and shared common areas are clean, organized, and properly maintained.
• Supports the Events Department with equipment rentals.
• May perform administrative tasks and provide support to the Human Resources Department, Associated Students staff, Board of Directors, and committees.
• Communicates professionally and effectively when responding to inquiries from employees, students, and the San José State University community.
• Delivers intercampus mail and runs campus-related errands as needed.
• Participates in monthly department meetings and other required meetings as scheduled by the supervisor.
• Completes special projects and other duties as assigned.
• Submits maintenance and facilities work orders as needed.
• Assists with onboarding for new employees.
• Supports the planning, coordination, and execution of internal Human Resources events.
• Creates marketing materials, flyers, and forms for internal HR programs and events.
• Assists with the development and promotion of employee wellness initiatives and programs.
• Supports the creation and distribution of the monthly Human Resources Newsletter.
• Participates in all A.S professional development trainings.
• Assists in distribution of posters and flyers for HR Events
• Assists with creating and delivering Birthday and Anniversary cards for A.S. Staff
• Completes tasks (e.g., errands, flyering, clerical support, research, phone calls, etc.) as assigned
• Represents the department at campus events and job fairs by staffing information tables, answering questions, and engaging with students and visitors.

Skills

Professionalism

Oral and written communication

Interpersonal skills

Business correspondence

Microsoft Office & G Suite

Education

Current SJSU student

HR/Business Administration concentration

1 year clerical/administrative experience (preferred)

Knowledge of SJSU campus/services

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Associated Students’ (A.S.) mission is to support and represent the students of San José State University by continuing the organization’s legacy of student advocacy and leadership; to enhance SJSU students’ education through high-quality programs and services; and to prepare students as they move towards a thoughtful and purposeful life after graduation.

A.S. is a non-profit auxiliary corporation serving the students of San Jose State University whose primary source of funding is from mandatory student body fees. A.S. Departments include the Cesar Chavez Community Action Center, Child Development Center, General Services Center, Human Resources, Information Technology, Events, Marketing, Print & Technology Center, Student Government, and Transportation Solutions.

Position Summary

The receptionist is responsible for providing administrative support to the Human Resources department. Duties are relative to the daily operations of the A.S. House, including space reservation and scheduling, maintaining files, correspondences, and conducting professional communication among staff, directors, university personnel and students. The receptionist must be approachable and ready to greet and support walk-ins.

Essential Functions

Executes reception area procedures, answers telephone calls, and provides information and assistance to staff, students, and visitors as needed.

Provides administrative and clerical support, including filing, preparing business correspondence, and maintaining office records.

Processes reservation requests for indoor conference rooms and responds to reservation inquiries in a timely manner.

Ensures all meeting rooms and shared common areas are clean, organized, and properly maintained.

Supports the Events Department with equipment rentals

May perform administrative tasks and provide support to the Human Resources Department, Associated Students staff, Board of Directors, and committees.

Communicates professionally and effectively when responding to inquiries from employees, students, and the San José State University community.

Delivers intercampus mail and runs campus-related errands as needed.

Participates in monthly department meetings and other required meetings as scheduled by the supervisor.

Completes special projects and other duties as assigned.

Submits maintenance and facilities work orders as needed.

Assists with onboarding for new employees.

Supports the planning, coordination, and execution of internal Human Resources events.

Creates marketing materials, flyers, and forms for internal HR programs and events.

Assists with the development and promotion of employee wellness initiatives and programs.

Supports the creation and distribution of the monthly Human Resources Newsletter.

Participates in all A.S professional development trainings

Assists in distribution of posters and flyers for HR Events

Assists with creating and delivering Birthday and Anniversary cards for A.S. Staff

Completes tasks (e.g., errands, flyering, clerical support, research, phone calls, etc.) as assigned

Represents the department at campus events and job fairs by staffing information tables, answering questions, and engaging with students and visitors.

Knowledge, Skills, and Abilities

• Maintains professionalism, integrity, consistency and reliability at all times.
• Excellent oral and written communication and interpersonal skills.
• Ability to effectively present information and respond to questions from managers, students and the general public.
• Ability to write business correspondence.
• Demonstrated knowledge of Microsoft Office and G Suite.

Work Environment, Hours and Physical Demands

• This job operates in an office environment and routinely uses standard office equipment.
• Part-time work hours scheduled Monday through Friday, between 8:00 AM - 5:00 PM.
• Must be able to operate a computer, including a keyboard and mouse, and phone.
• Must be able to occasionally lift or carry office or event products or supplies, up to 40 pounds. Reasonable accommodations will be provided as needed.

Other Duties

• This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Activities, duties, or responsibilities may change at any time, with or without notice.

Required or Preferred Education and Experience

• Must be a current matriculated SJSU student.
• Concentration in Human Resource Management, Business Administration or other related degree programpreferred
• One-year experience in clerical and administrative support is preferred.
• Knowledge of the SJSU campus and university services.

Notes to Applicants

All Associated Students employees must be fully vaccinated against COVID-19 no later than September 30, 2021 unless they are exempt from this requirement because an exemption has been granted based on a medical contraindication or sincerely held religious beliefs. Fully vaccinated means that an individual has received all recommended doses of a COVID-19 vaccine that has received Emergency Use Authorization or full approval from the U.S. Food and Drug Administration (FDA) and that it has been at least two weeks since the final recommended dose.

The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 Revised July 21, 2017 as a condition of employment.

This position may be exposed to sensitive or personal information and is required to comply with the requirements set forth by the Integrated CSU Administrative Manual 8000 series and Associated Students Information Security Standards as a condition of employment.

A background check (including a criminal records check) must be completed satisfactorily after a conditional offer of employment. Failure to satisfactorily complete the background check may affect a conditional offer of employment.

Equal Employment Statement

Associated Students provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. A.S. provides reasonable accommodations for applicants with disabilities who self-disclose.

Applications

Applicants must submit a complete application through the Associated Students applicant tracking system, ADP. Only complete applications will be considered.

Deadline

The position will remain open until filled.