Administrative Project Specialist

 

Job Summary

Reporting to the Director of Resources and Operations, and receiving work lead direction from the Associate Dean for Innovation & Resource Management and the Associate Dean for Student & Faculty Engagement, the Administrative Project Specialist provides administrative and analytical support to ensure the effective and efficient operation of the Associate Deans’ offices.

Working under general supervision, the incumbent serves as the primary contact for the Associate Deans, managing calendars, meetings, events, and travel logistics, and coordinating cross-functional projects. This position tracks deadlines and deliverables, and prepares reports and materials to support decision-making.

As a member of the Library Administration Team, this position provides operational and logistical support for administrative functions, serves as backup to the Dean’s Executive Assistant, the Operations Support Analyst and the Event & Media Services Coordinator, and contributes to initiatives that enhance organizational effectiveness. The incumbent handles sensitive information with discretion, exercises sound judgment, and represents the offices of the Associate Deans with professionalism and diplomacy.

 

Key Responsibilities

• Serve as primary contact for the Associate Deans, managing calendars, meetings, events, and travel logistics.
• Prepare and organize meeting agendas, materials, and itineraries; ensure timely follow-up on action items.
• Lead or assist in the development, implementation, and monitoring of projects that advance the library’s strategic priorities.
• Coordinate and communicate across library units and external partners to support cross-functional projects and strategic initiatives.
• Act as an internal and external resource on policy and procedural matters.
• Track statistics, compile reports, and maintain administrative databases, committee rosters, and distribution lists.
• Monitor deadlines and deliverables for committees and grant or compliance processes.
• Coordinate scheduling and data collection for various library committees, advisory boards, working groups, and task forces.
• Serve as backup to the Dean’s Executive Assistant during absences, providing executive and logistical support.
• Serve as backup to the Operations Support Analyst for purchasing and supplies coordination and event support.
• Serve as backup to the Event & Media Services Coordinator, assisting with the reservation of Library event spaces for the SJSU community.
• Assist with recruitment logistics and onboarding of new employees.
• Maintain and update shared administrative systems, including directories, calendars, and listservs.
• Contribute to development and maintenance of administrative SOPs.
• Serve on library, university, division, and departmental committees to participate in shared governance and relationship building, and to expand professional development.

 

Knowledge, Skills & Abilities

• Knowledge of executive-level administrative practices including calendar and meeting management, travel coordination, and correspondence
• Ability to plan, coordinate, and execute projects independently, with sound judgment and minimal supervision.
  Skill in analyzing, interpreting, and presenting administrative data and reports to support planning and decision-making.
• Strong communication and interpersonal skills to work effectively with faculty, staff, students, and external partners in a collaborative environment.
• Demonstrated ability to handle confidential and sensitive information with tact, discretion, and professionalism.
• Proficiency in office and data management software (Google Workspace, Excel, and database tools) and ability to adapt to new technologies.
• Strong organizational and time management skills, with the ability to manage multiple priorities in a dynamic environment.

 

Required Qualifications

• A bachelor's degree and/or equivalent training.
• Two years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

 

Preferred Qualifications

• Bachelor’s degree in business administration, public administration, library and information science, or a related.
• Experience working in a university environment.
• Experienced (Intermediate or advanced proficiency) in Excel or spreadsheets for data collection and analysis, as well as in Google Workspace.
• Demonstrated experience in managing complex calendars, meetings and travel arrangements.<