Job Summary

Reporting to the Manager, Faculty Services Operations, the incumbent oversees faculty recruitment, special appointments, and evaluation processes in, among other SaaS platforms, eFaculty, OnBase, CHRS Recruiting, and CHRS. The incumbent is the specialist for tenure track faculty recruitment processes, and they support those managing temporary faculty recruitment processes. The incumbent manages the Pre-Retirement Reduction in Time Base (PRTB) and Faculty Early Retirement Program (FERP) process from eligibility communication, appointment, and exit from FERP/PRTB status. They also track and support the campus and other UP staff with department chair, GRIF, Emeritus and other unique faculty related appointments/processes. In addition, the incumbent is the specialist for review for faculty sabbatical and DIP leaves. The incumbent liaisons for UPFS with others in UP to track faculty on other leaves. The incumbent works independently with sensitive and confidential data and is responsible for communication with faculty members, department chairs, deans, and the Office of the Provost related to faculty processes. Incumbent works with their team in FS and others in UP to ensure end-to-end service for reviews—from case identification to completion and archiving. The incumbent applies standards to complete various faculty related processes, including determining qualifications for employment and advising for rank and salary. The incumbent provides case data to CSU Management and General Counsel for grievances and other legal procedures related to faculty processes. They provide reports using aggregate data for the University. The incumbent is responsible for ensuring compliance with the faculty and Academic Student Employees’ Collective Bargaining Agreements (CBAs), systemwide policies, University Policies, CSU guidelines, and government regulations, as directed. In the collaborative Faculty Services division, the incumbent will be expected to troubleshoot cases with other team members and Management, and to serve as backup for duties assigned to other team members. The incumbent will maintain knowledge and share ownership of all major FS division responsibilities. This position also may collect and report on confidential information that may be used for bargaining and grievances.

Key Responsibilities

• Tenure Line Faculty Recruitment and Special Appointments
• ASE and Temporary Faculty Recruitment, Appointments and Evaluations
• Communication, Customer Service, Help Desk
• Records Management
• Team Support

Knowledge, Skills & Abilities

• Knowledge of, or ability to quickly learn, university policies and provisions of Collective Bargaining Agreements applicable to faculty and ASE processes
• General knowledge of the faculty lifecycle, including milestones, professional development, appointment types, ranks, duties, and responsibilities
• Understanding of, or ability to learn, faculty-related structures and processes such as evaluations, special appointments, and leaves
• Proficiency in software and technology platforms, including Interfolio, OnBase, CHRS Recruiting, CHRS, evaluation applications, word processing, spreadsheets, databases, Google Suite, and video communication tools; ability to adapt to new systems quickly
• Excellent oral and written communication skills, with a professional, diplomatic, and empathetic approach to serving faculty, staff, administrators, and the public
• Strong organizational and time management skills, with the ability to set priorities, meet deadlines, and manage multiple responsibilities effectively
• Ability to manage emotions, engage with individuals in distress, and respond with tact while adhering to organizational policies
• Strong analytical and problem-solving skills, including the ability to address complex system-related challenges
• Proficiency in basic math for data and process support
• Strong collaboration and team-building skills, with the ability to contribute constructively in group settings
• Professional reporting and presentation skills, with the ability to convey information clearly and align messaging with divisional or unit standards
• Ability to interpret, apply, and, when necessary, adapt policies and procedures independently, exercising judgment when precedents do not exist

Required Qualifications

• Bachelor’s degree or professional training program specific to the position and directly related work experience, or a combination of education and experience which demonstrates the ability to perform the essential functions of the position
• Three years of administrative work experience

Preferred Qualifications

• Master’s degree
• Extensive administrative experience in higher education, particularly at the intersection of the faculty lifecycle and human resources processes; Experience in fast-paced, detail-oriented office environment involving processing of high-volume complex transactions

Compensation

Classification: Confidential Administrative Support II
Anticipated Hiring Range: $6,700/month - $6,900/month
CSU Salary Range: $4,464/month - $10,689/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: September 30, 2025 through October 13, 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 is an equal opportunity employer. The university prohibits discrimination based on age, ancestry, caste, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, marital status, medical condition, military status, nationality, race, religion, religious creed, sex, sexual orientation, sex stereotype, and veteran status. This policy applies to all San José State University students, faculty, and staff, as well as university 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). Reasonable accommodation is made for applicants with disabilities who self-disclose. 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.

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