Job Summary

Reporting to the Manager, Employment Authorization and Compliance Services, this position works under general supervision and serves as the Documentation and Employment Authorization Specialist in the front office/reception area of University Personnel North. The Documentation and Employment Authorization Specialist works independently and is responsible for providing primary information/reception desk coverage for University Personnel North, including greeting guests, monitoring the flow of customers, processing new hire paperwork, analyzing employment documentation and verifying eligibility to work, and answering telephones and redirecting calls to the appropriate party. This position will also maintain the faculty PAFs and assist with maintaining other personnel files. This position also provides administrative support to the UP department needs.

Key Responsibilities

• Ensure all new employment-related forms (e.g., I-9s, W-4, etc.) are completed correctly and processed timely on a consistent basis.
• Independently research and resolve new hire documentation issues in a timely manner by communicating with University Personnel staff and department contacts as appropriate.  
• Analyze employment documentation, including immigration status, to ensure eligibility to work.
• Audit and process new hire paperwork for all employees, including updates/corrections, and ensure adherence to policies.
• Adjust information on documents when appropriate or returns to initiating departments as needed.
• Refer new hire document concerns to Manager, Employment Authorization and compliance Services or Senior Director for Academic Employee Relations, for clarification.
• Log and track appointment paperwork on shared Google sheets for colleges and department admins.
• Gather, prepare and analyze technical and statistical data for use in developing and improving processes and keeping the University in compliance with applicable laws and regulations.
• Research, analyze, and resolve new hire process problems ranging from routine to moderate complexity.
• Maintain and ensure the integrity and accuracy of data in automated information systems and generate reports as requested.
• Maintain contact with customers and solicit feedback for improved services and processes.
• Recommend initiatives and changes to improve quality and services.
• Identify and determine cause of problems; develop and present recommendations for improvement of established processes and practices.
• Ensure completeness, accuracy, and timeliness of all operational functions of the unit.
• Prepare and submit reports as requested and required.
• Research and develop resources that create timely and efficient workflow.
• Support faculty with immigration and re-entry processes and issues.
• Consult with prospective non-immigrant faculty and those currently involved in the permanent residency application process to assist them through process.
• Collaborate with University colleges and departments to process and verify H1B visa applications, renewals and permanent residency applications.

Knowledge, Skills & Abilities

• Knowledge of applicable university infrastructure, policies, and procedures
• Strong knowledge of Microsoft Office products, Google Suite and other software applications
• Strong knowledge of Federal Form I-9
• Excellent customer service skills
• Excellent oral and written communication skills
• Ability to handle high volume reception area, with many interruptions including incoming phone calls and visitor traffic in a professional manner
• Ability to learn and effectively operate the UP-phone system
• Ability to achieve successful outcomes in handling difficult situations and customers
• Ability to respond to routine inquiries and explain standard policies and procedures to a wide range of individuals (students, staff, faculty, public)
• Ability to show initiative, pay strong attention to detail and maintain confidentiality
• Ability to effectively present information in one-on-one and small group situations
• Ability to respond to routine inquiries and explain forms
• Ability to read and comprehend instructions, short correspondence and memos

Required Qualifications

• A bachelor's degree and/or equivalent training
• 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
• Three years full-time, progressively responsible administrative support experience
• Experience processing new employee paperwork; Experience with multi-line phone system; Experience in a high-volume reception area; Experience with PeopleSoft Human Resources

Compensation

Classification: Administrative Analyst/Specialist - Nonexempt
Anticipated Hiring Range: $5,250/month - $5,834/month
CSU Salary Range: $3,879/month - $7,488/month

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 the Employee Benefits Summary.

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:

• Resume
• Letter of Interest

All applicants must apply within the specified application period: December 16, 2024 through January 5, 2025. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

University Personnel
jobs@sjsu.edu
408-924-2252

CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu.

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.

The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.

SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)

All 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. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification: 

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at clerycompliance@sjsu.edu.

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf. The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at uhs-frontdesk@sjsu.edu.

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

Equal Employment Statement

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, 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. This policy applies to all SJSU students, faculty and staff 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).

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