Spartan Athletic Bands Administrative Support Coordinator

Opt For Healthy Living; California (MO); On-site; USD 27,989 - 65,799; Part time

Job summary

San José State University seeks an Administrative Support Coordinator II to assist the Spartan Marching Band and athletic band programs. The role coordinates administrative operations, event logistics, student support, and purchasing within a dynamic team.

The position requires collaboration with students, faculty, staff, Athletics, and campus partners, with occasional evenings/weekends for game days and events. A high school diploma and office experience are required.

Qualifications

• Completion of a high school program, technical/vocational program, or equivalent.
• Two years of related office work experience or a combination of education and experience.

Responsibilities

• Serve as the primary administrative contact for the Spartan Marching Band and athletic bands.
• Coordinate calendars, rehearsal schedules, room reservations, and events.
• Manage travel arrangements, logistics, meals, and equipment needs.
• Process purchasing, reimbursements, and travel authorizations per CSU policies.
• Maintain student participation records, eligibility documents, and program files.
• Support recruitment activities and inventory management for uniforms and instruments.

Job description

Spartan Athletic Bands Administrative Support Coordinator

Apply now Job no: 560013
Work type: Staff
Location: San José
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Part Time

This is a Part-Time (0.5 FTE) Benefited Position

The School of Music is seeking an Administrative Support Coordinator to play a vital role in supporting the Spartan Marching Band and athletic band programs. In this dynamic position, you'll coordinate administrative operations, event and travel logistics, student support services, and purchasing activities while helping create an exceptional experience for student musicians, faculty, and campus partners.

Key Responsibilities

• Serve as the primary administrative contact for the Spartan Marching Band, responding to inquiries from students, faculty, staff, Athletics, and community partners.
• Coordinate communications through email, web updates, printed materials, and other communication platforms.
• Maintain program calendars, rehearsal schedules, room reservations, and performance logistics.
• Coordinate travel arrangements, transportation, meals, equipment needs, and event logistics for home and away performances.
• Process purchasing transactions, reimbursements, travel authorizations, and other financial activities in accordance with University and CSU policies.
• Maintain student participation records, eligibility documentation, attendance records, and program files.
• Support recruitment activities including campus visits, audition events, and outreach programs.
• Assist with inventory management for uniforms, instruments, and equipment.
• Prepare reports and maintain records to support program planning and assessment.
• Perform general office operations and provide administrative support for special projects as assigned.

Knowledge, Skills & Abilities

• Thorough knowledge of standard office procedures and practices, including effective organization, scheduling, and customer service in a busy academic or program office environment.
• Ability to independently perform a variety of administrative and clerical tasks, prioritize work, and manage multiple deadlines in support of recurring and time-sensitive marching band activities and events.
• Strong written and oral communication skills, including the ability to compose clear correspondence, edit basic documents, and communicate effectively with a diverse population of students, faculty, staff, and external partners.
• Proficiency with standard office software (e.g., word processing, spreadsheets, databases, email, shared calendars) and the ability to learn and use SJSU and CSU systems related to finance, human resources, and student records.
• Ability to interpret and apply a variety of University and CSU policies and procedures, particularly those related to purchasing, travel, scheduling, and student support, and to know when to seek guidance or escalation.
• Demonstrated commitment to providing inclusive, student-centered support in alignment with SJSU’s mission and values.
• Ability to work occasional evenings and weekends in support of game days, performances, and special events, with schedule adjustments consistent with CSU–CSUEU contract provisions on work hours and overtime.
• General awareness of emerging technologies, including artificial intelligence (AI), and a willingness to develop skills in their appropriate, responsible, and ethical use in a higher education environment, consistent with institutional policies and practices.

Required Qualifications

• Completion of a high school program, technical/vocational program, or their equivalents.
• Two (2) years of related office work experience or a combination of education and experience which demonstrates the ability to perform the essential functions of the position.

Preferred Qualifications

• Bachelors of Arts or a Bachelors in Music.
• Experience providing administrative support for performing arts, music, athletics, or student life programs.
• Experience working in a higher education setting, particularly within the California State University system.
• Familiarity with marching band or large ensemble operations (e.g., rehearsals, performances, travel, equipment, and uniforms).

Compensation

Classification: Administrative Support Coordinator II
Anticipated Hiring Range: $2,508/month (Step 8) (Salary reflective of 0.5 FTE)
CSU Salary Range: $4,047/month - $5,896/month (Step 1 – Step 20)
San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary.

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis. The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third‑party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire. SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. All San José 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. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Equal Employment Statement

San José State University is an equal opportunity employer. The university prohibits discrimination based on age, ancestry, caste, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, marital status, medical condition, military status, nationality, race, religion, religious creed, sex, sexual orientation, sex stereotype, and veteran status. This policy applies to all San José State University students, faculty, and staff, as well as university programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus). Reasonable accommodation is made for applicants with disabilities who self‑disclose. San José 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.