Spartan Athletic Bands Administrative Support Coordinator

San José State University; San Jose (CA); On-site; USD 27,989 - 65,799; Part time

Job summary

San José State University is seeking an Administrative Support Coordinator II within the School of Music to support the Spartan Marching Band and athletic band programs. This part-time, benefited role coordinates administrative operations, event and travel logistics, student support services, and purchasing activities to enhance the experience for students, faculty, and campus partners.

The successful candidate will manage calendars, communicate with diverse stakeholders, handle purchasing,

Qualifications

• 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 and the ability to learn SJSU and CSU systems related to finance, human resources, and student records.

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.

Skills

Communication skills

Office software proficiency

Scheduling & calendar management

Customer service

Education

High School Diploma or equivalent

Tools

MS Word

Excel

Databases

Email

Job description

Job no: 560013

Work type: Staff

Location: San José

Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Part Time

Job Summary

*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 Employee Benefits Summary.

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.

Job Information

Advertised: July 16, 2026 (9:00 AM) Pacific Daylight Time

Applications close: Open until filled