EC Administrative Student Assistant

Application Deadline: 30 September 2026

Department: PCUEC

Employment Type: Part Time

Location: Provident Credit Union Event Center

Reporting To: Naomi Herrera

Compensation: $18.50 - $21.25 / hour

Description

Position Overview

The Student Union, Inc. is 501(c)(3) nonprofit auxiliary that maintains three major facilities at San Jose State University in downtown San Jose, California. These facilities include the Diaz Compean Student Union Building, the Provident Credit Union Event Center, and the Spartan Recreation and Aquatic Center. The Student Union, Inc. functions as part of the Student Affairs Division on campus, and is governed by a Board of Directors made up of a student majority, faculty, and administrators.

Mission

The Student Union, Inc. of San Jose State University supports the development, growth, and well-being of students and the campus community by providing diverse programs, desired services, and quality facilities to enhance the collegiate experience.

Job Summary

Under the supervision of the Coordinator, Events and Conferences, the Event Center Administrative Student Assistant provides administrative support for the daily operations of the Provident Credit Union Event Center and other Student Union managed facilities. The position assists with reservations, event documentation, customer service, billing preparation, purchase authorizations, and general office operations while providing exceptional service to campus partners, clients, and visitors. Student employees gain practical experience in event management, venue operations, customer service, and higher education administration.

Duties & Responsibilities

• Reservations & Scheduling: 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.
• Administrative & Financial Support: 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.
• Customer Service: 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.
• Event Operations Support: 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.
• Office Operations: 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.
• Professional Development: Attend required staff meetings, trainings, and professional development opportunities. Complete required Student Union and University training. Demonstrate professionalism, accountability, initiative, and continuous learning. Perform other duties as assigned.

Qualifications

Minimum Qualifications

Must be a matriculated SJSU student and continuously enrolled at least half-time during the academic term. Maintain a minimum GPA of 2.0 or higher.

Preferred Qualifications

Current enrollment in Hospitality, Tourism, and Event Management or other applicable fields of study. Previous customer service and event management experience is preferred.

Knowledge, Skills, and Abilities (KSAs)

Must be detail oriented, organized, and have excellent communication skills. Must possess the ability to set and meet deadlines and manage multiple tasks at a time.

Work Requirements

Physical Demands and Work Environment

The position works in a wide variety of environments including both a typical office as well as indoor facility in a program-oriented environment. The physical demands of this position are described below: Sitting, walking, twisting, bending, climbing, pulling, pushing, squatting, crawling, kneeling, balancing, reaching, and coordination (eye, hand, foot). Lifting and Carrying, often 10-25lbs, frequently 26-50lbs, occasionally 50-75 lbs. Hearing and speaking to exchange information in person or on the telephone. Dexterity of hands, fingers, and wrist to operate a computer keyboard and calculator.

In general, the position works a schedule based on business needs 9 a.m. - 5 p.m., Monday - Friday, occasionally works evenings, weekends, and holidays as required. When school is in session - may work up to, but not in excess of 20 hours per week (among all concurrent positions). When classes are not in session (i.e. summer break) may work up to, but not in excess of 40 hours per week.

Employment Information & Policies

Benefits

This position is employed through the Student Union at San Jose State University which offers employees to receive 40 hours of sick pay during the calendar year.

Equal Opportunity/Affirmative Action

The Student Union of San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, pregnancy, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws.

Background Check and Fingerprinting

Student Union employees are required to undergo and complete a successful background check that includes verification of employment and education, as well as a check of criminal records for employment.