Student Event Center Admin Assistant — Part-Time

Sjsu-Student-Union; San Jose (CA); On-site; USD 25,000 - 29,000; Part time

Benefits offered by this job

Sick pay (40 hours per year)

Job summary

The Student Union, Inc. in San Jose State University is seeking an EC Administrative Student Assistant to provide administrative support for the Provident Credit Union Event Center and other Student Union facilities.

You will help with reservations, billing, documentation, and front-line customer service for campus partners, clients, and visitors. Under supervision, you will gain hands-on experience in event management, venue operations, and higher education administration while supporting

Qualifications

• Must be a matriculated SJSU student and enrolled at least half-time during the academic term.
• Maintain a minimum GPA of 2.0 or higher.
• Preferred enrollment in Hospitality, Tourism, and Event Management or related fields.
• Previous customer service and event management experience is preferred.

Responsibilities

• Assist with processing facility reservation requests and event scheduling.
• Review reservation information for accuracy and completeness.
• Update reservation information within EMS and other scheduling systems.
• Prepare reservation files, event packets, and supporting documentation.
• Monitor reservation workflows and communicate updates to professional staff.
• Support event confirmations and client communication throughout the reservation process.
• Prepare purchase authorization requests and supporting documentation.
• Assist with billing preparation, invoicing, and financial tracking.
• Assist with tracking departmental purchase authorizations.
• Support reconciliation of departmental purchasing records.
• Assist with invoice routing and payment documentation.
• Maintain electronic and paper event files in accordance with departmental standards.
• Assist with data entry, record management, and document organization.
• Support departmental reporting and administrative projects.
• Serve as the first point of contact for visitors, clients, and campus partners.
• Answer phones, emails, and general inquiries while providing exceptional customer service.
• Direct customers to appropriate resources and professional staff.
• Provide information regarding facilities, reservations, and Student Union services.
• Foster a welcoming, professional, and inclusive office environment.
• Prepare event packets, schedules, and operational documents.
• Assist with pre-event administrative preparation and event logistics.
• Provide on-site administrative support during events as assigned.
• Assist professional staff with event check-in and client support.
• Support special events, campus programs, and departmental initiatives.
• Assist professional staff with special projects.
• Maintain office supplies, shared files, and departmental resources.
• Monitor departmental email inboxes and route requests appropriately.
• Maintain shared calendars and operational schedules.
• Assist with updating forms, templates, and departmental documents.
• Prepare reports, spreadsheets, correspondence, and other business documents.
• Support the daily administrative operations of the Event Center.
• Attend required staff meetings, trainings, and professional development opportunities.

Skills

Detail oriented

Organized

Communication skills

Deadline management

multitasking

Education

SJSU student enrolled half-time

Job description

The Student Union, Inc. in San Jose State University is seeking an EC Administrative Student Assistant to provide administrative support for the Provident Credit Union Event Center and other Student Union facilities.

You will help with reservations, billing, documentation, and front-line customer service for campus partners, clients, and visitors. Under supervision, you will gain hands-on experience in event management, venue operations, and higher education administration while supporting