Jobs

 

Position Title: Administrative Assistant & Assistant to the COO

Position Classification: Full-Time Benefited – Non-exempt

Reporting Unit: Tower Foundation                                                                     

Reports To: Chief Operating Officer

This is a great position for an exceptional Administrative Assistant who has excellent MS Office, customer service and verbal and written communication skills and would welcome the opportunity to provide a wide variety of administrative support to the COO of a non-profit philanthropic foundation on a university campus.

Essential Duties and Responsibilities:                                   

  • Assist the Chief Operating Officer with administrative matters; exercising considerable judgment and applying experience in making decisions; provide information in accordance with established procedures and policies; refer problems requiring technical answers as appropriate.
  • Schedule meetings, record official minutes, and provide ongoing general support for the Audit Committee and for Board meetings as needed. Coordinate and compile Board agenda materials.
  • Maintain budget information, updating as required.
  • Answer phone calls directed to the COO, routing appropriately and providing information requested.
  • Process a variety of forms including tracking and distribution of university invoices, copying and distributing checks, filing requisitions, and uploading scanned documents to share drive.
  • Handle purchasing for the department following Tower Foundation purchasing guidelines.  Maintain department supplies and forms.
  • Compose effective correspondence independently, drafting memos and letters on behalf of the COO; reference policies, rules and regulations in preparing correspondence. Compose and edit a wide variety of materials such as correspondence, reports, contracts, forms, applications, memoranda and other documents.
  • Prepare and maintain a variety of records. Research, review, check and compile a variety of information; collect and verify data for accuracy, completeness and compliance with established procedures; and prepare reports as required; file records as required.
  • Prepare and maintain a variety of records and files including information of a confidential nature; maintain confidentiality of information and records.
  • Arrange special events for the Foundation.
  • Maintain regular attendance, professional office standards and conduct.
  • Perform other duties as assigned.
  • Maintain the COO’s calendar by planning and scheduling meetings, conferences and teleconferences with personnel and various stakeholders both within and outside of the Foundation, and handling travel arrangements for the COO.

Qualifications:

  • 4-year degree and 3-5 years of experience as Administrative Assistant in an executive office; additional relevant professional experience over the minimum may be substituted for a 4-year degree.
  • Demonstrated technical skills with MS Office (expert Word and intermediate Excel skills desirable) and with email programs such as Gmail.
  • Excellent oral and written communication skills.
  • Excellent customer service skills.
  • Ability to handle multiple concurrent projects in a deadline-driven environment.
  • High level of initiative, attention to detail and exceptional organizational skills.
  • Ability to set own priorities, perform consistently, organize and plan work and projects, complete projects accurately with little or no supervision.
  • Able to work weekdays 8:00 am – 5:00 pm, and occasional overtime with appropriate notice.

Supervisory Responsibilities:

This position has no supervisory responsibilities

Hiring Salary Range: $ 44,000 – 51,000 per annum

To apply for this position, submit a cover letter, resume, and salary history to towerjobs@sjsu.edu.

Tower Foundation is not a visa sponsoring organization.

Tower Foundation employment is separate and distinct from San Jose State University or State of California employment. Tower Foundation is an Equal Opportunity Employer committed to nondiscrimination on the basis of race, color, religion, national origin, sex, sexual orientation, gender status, marital status, pregnancy, age, disability, or covered veteran’s status, consistent with all applicable federal and state laws. Reasonable accommodations will be provided for applicants with disabilities who self disclose.


 

Position Title: Simulation Program Assistant

Position Classification: Full-Time Benefited – Non-Exempt

Reporting Unit: Valley Foundation School of Nursing

Position Statement

The Simulation Program Assistant, (SPA) provides administrative and technical support of The Valley Foundation School of Nursing (TVFSoN) Simulation Facilities to ensure daily operations under the direction of the Clinical Simulation Program Coordinator and the School of Nursing Director.

In the role of Web Support Specialist, take projects from the initial concept to stage through completion of the website.  Coordinate use of new software technology.

Technical Duties and Responsibilities:

The SPA will be responsible for the functioning, operation and support of all computers and equipment in the Simulation Facility. This equipment includes all simulators, the EMS digital audio-visual system (DAVS) and the server-based recorders. The SPA will manage all manikin-based and standardized patient simulation activities in collaboration with the Program Coordinator and Program Manager. These simulation activities involve operation and troubleshooting of the computer systems and the DAVS digital audio visual recording system.

The SPA will be responsible for the maintenance of all simulators as well as computer hardware, software and networking equipment. These duties may require interface with CASA tech support and UCAT personnel. The SPA will need to communicate with EMS customer service personnel as well as simulation vendors (Laerdal® and Gaumard®) for upgrades or troubleshooting equipment. Clinical or medical background is preferred but not required.

Under general supervision, provide website development, maintenance and oversight for the School of Nursing website. Assist in conceptualization and implementation of design elements and ensure that the website meets usability requirements. Ensure compatibility with various platforms and monitor ease of navigation. Monitor and update current website  and hypertext links.  Assist in assimilation of new software programs by training and serving as a resource for designated staff.

Administrative Duties and Responsibilities:

  • Coordinate with other simulation lab personnel in the purchase of resources, supplies, props, technology, and multi-media equipment.
  • Maintain an accurate inventory record of all supplies, materials, and equipment for the simulation lab.
  • Provide administrative assistance for simulation research activities.
  • Compile statistical data and generate reports.
  • Provide administrative assistance in the production of written materials regarding the simulation lab such as reports, protocols, information brochures, handouts and manuals.
  • Input student data and scheduling requests into the Educational Management Solutions (EMS) system.
  • Maintain student volunteer database.
  • Maintain and post schedule for simulation labs.
  • Maintain materials fee database for simulation labs.
  • Create and maintain repair and maintenance record of equipment.
  • Coordinate warranty repairs with equipment vendors.
  • Cooperate with faculty, staff, and students to achieve efficient methods of accomplishing weekly, monthly and yearly curricular goals.
  • Assist simulation and skills faculty with other duties as needed.
  • Other duties as assigned.


Qualifications:

The ideal candidate will possess the following knowledge, skills and abilities:

  • Manage multiple projects simultaneously.
    • Must be able to work under pressure and meet deadlines.
  • Demonstrate professional behaviors such as clear communication with faculty and staff.
  • Demonstrate knowledge of English grammar, business writing, punctuation, and spelling.
  • Excellent customer service and public relations skills.  Expert interpersonal skills including strongskills to work with internal and external constituents.
  • Ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.
  • Demonstrate ability to work cooperatively with others and be an integrated member of the Simulation Team.
  • Advanced knowledge of multiple software application packages.
  • Experience with PCs in terms of operation, installation, configuration and hardware/software applications
  • Knowledge and skills in technical information systems and application programs as well as sound editorial judgment and copy skills.
  • File Transfer Protocol) FTP); mark-up languages such as HTML; principles of design, user interface, and website functionality; graphical user editing software; policies and guidelines relating to accessibility.


Desired qualifications:

  • Familiarity with audio video systems including: recording video capture, basic hardware functionality and processing.
  • Familiarity with mechanical and electrical repairs.
  • Knowledge of, or ability to learn, installation, configuration, operation and troubleshooting of medical equipment and medical simulators.
  • Skills to troubleshoot and investigate operational difficulties with medical, computer and/or AV equipment.
  • Demonstrate attention to detail and ability to support and comply with departmental policies and procedures.
  • Demonstrate ability to work independently.
  • Demonstrate ability to problem solve simulation production issues.


Education and Experience

To perform this job successfully, the ideal candidate must be able to perform each essential functions satisfactorily.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

  • Minimum Associate’s degree or equivalent (prefer candidates with medical background, electronics or IT experience) and/or two years related experience
  • Web Site Development certificate preferred
  • 3 years experience in web design HTML programming.


Hiring Salary Range: $ 51,000 – 55,000 per annum

Tower Foundation is not a visa sponsoring organization.

Tower Foundation employment is separate and distinct from San Jose State University or State of California employment. Tower Foundation is an Equal Opportunity Employer committed to nondiscrimination on the basis of race, color, religion, national origin, sex, sexual orientation, gender status, marital status, pregnancy, age, disability, or covered veteran’s status, consistent with all applicable federal and state laws. Reasonable accommodations will be provided for applicants with disabilities who self disclose.


Application Procedure

Submit a resume and 3 professional references on line to Diane Gerrity – diane.gerrity@sjsu.edu

 


 

Position Title: Accounting Associate

Position Classification: Full-Time Benefited – Non-exempt

Reporting Unit: Tower Foundation                                                                  

Reports To: Controller

This is a great position for an exceptional Accounting Associate who has excellent Excel, customer service and verbal and written communication skills and would welcome the opportunity to provide accounting services to a non-profit philanthropic foundation on a university campus.

POSITION SUMMARY:

Under the general supervision of the Controller, the Accounting Associate is responsible for all processes and work flow related to Accounts Payable and assists with other accounting functions. 

ESSENTIAL DUTIES AND REPONSIBILITIES:

1.  Payment processing.  Comprehensive and thorough review, audit and processing of Accounts Payable invoices, release time requests and check requests in accordance with the established guidelines of the Tower Foundation, SJSU and CSU policies.  Reviews invoices, travel claims and check requests for proper account codes, authorized signer, account balances, appropriate receipts and documentation.  Reviews independent contractor agreements for completeness and adherence to Tower Foundation policies. 

2.  Purchase order processing.  Reviews purchase order requests for proper account codes, authorized signer, account balances, and appropriate documentation.  Prepares and submits purchase orders.

3.  Scholarship processing.  Reviews scholarship requests, confirms enrollment, citizenship status, and approval to pay from Financial Aid Office.

4.  Maintains the vendor records.  Obtains W-9 form as necessary.

5.  Maintains the logs on Gift Card and Cash Advance.  Reconciles the Cash Advance on a quarterly basis.

6.  Reviews the encumbrance and disencumbrance.

7.  Responds to questions and makes calls regarding billing problems.  Researches and resolves any Accounts Payable issues. 

8.  Creates and maintains the Accounts Authorization list. 

9.  Responsible for calculations of IRS 1042 reporting on nonresident alien taxes. 

10.  Assists in reviewing the IRS 1099-MISC tax form. 

11.  Serves as occasional backup to the Accountant in reviewing and processing the semi-monthly timesheets, and prepares journal entries.

12.  Additional duties may be assigned as required.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

1. Knowledge, Skills and Abilities

a. Knowledge of, or the demonstrated ability to quickly learn and apply a variety of federal, state, IRS, CSU, and SJSU policies and procedures.  Ability to analyze, interpret, and implement a variety of written rules, regulations, and guidelines. 

b. Ability to handle multiple work priorities in a timely manner; plan, organize and independently perform the day-to-day work under time-sensitive deadlines with minimal supervision. 

c. Strong analytical skills.

d. Must have excellent oral and written communication skills.

e. Strong skills in use of MS Office products with particular expertise in Excel.

f. High level of initiative, attention to detail and exceptional organizational skills.

g. Ability to maintain confidentiality and appropriately handle sensitive communications with employees, customers, the campus community and external agencies.

h. Excellent interpersonal skills to develop and maintain cooperative and productive working relationships with colleagues, faculty, and representatives of various organizations and agencies.  Must possess excellent customer service skills.  

2. Education and experience

A bachelor’s degree in Accounting with 3 – 5 years of relevant experience;  additional relevant professional experience over the minimum may be substituted for a 4-year degree.

3. Environmental Conditions

This is a typical office environment with standard equipment and tasks.  Position requires work at a computer for long periods of time.  The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

4. Complexity of Duties

Requires the ability and knowledge to perform complex, difficult tasks. 

This position has no supervisory responsibilities.

Hiring Salary Range: $ 44,000 – $56,000 per annum

To apply for this position, submit a cover letter, resume, and salary history to  christina.tan-aoyagi@sjsu.edu.

Tower Foundation is not a visa sponsoring organization.

Tower Foundation employment is separate and distinct from San Jose State University or State of California employment. Tower Foundation is an Equal Opportunity Employer committed to nondiscrimination on the basis of race, color, religion, national origin, sex, sexual orientation, gender status, marital status, pregnancy, age, disability, or covered veteran’s status, consistent with all applicable federal and state laws. Reasonable accommodations will be provided for applicants with disabilities who self disclose.