Personnel and Projects Specialist

Job description

Job Summary

Academic Business and Strategic Operations (ABSO) supports organizational effectiveness across the Division of Academic Affairs through personnel administration, academic and administrative projects, customer service, change management, process improvement, and budget support. Reporting to the Academic Business Strategist, the Personnel and Projects Specialist provides confidential administrative, personnel, project, and operational support for ABSO and the Division of Academic Affairs.

Working independently under limited supervision, the incumbent coordinates complex personnel processes, maintains and analyzes confidential personnel and organizational information, supports division-wide projects and change initiatives, and serves as a liaison among People and Culture, Directors of Resources and Operations (DROs), managers, and unit analysts.

The Specialist regularly handles sensitive and confidential information related to personnel actions, recruitment, compensation, performance evaluations, organizational changes, and other management matters requiring discretion and sound judgment. The position interprets and applies established university policies, procedures, and collective bargaining agreements; monitors division-wide personnel processes; identifies issues; and provides guidance and recommendations to managers in consultation with the Academic Business Strategist and People and Culture, as appropriate.

The incumbent also coordinates projects, events, process improvements, training, records management, and operational support activities that advance divisional priorities and provides operational and administrative backup support for functions managed by the Academic Business Strategist, as assigned.

Key Responsibilities

Coordinate and provide confidential administrative support for division-wide personnel processes, including recruitment, classification/compensation, organizational changes, performance evaluations, and other personnel transactions

Review and track recruitment and classification/compensation requests for completeness, appropriate approvals, and funding verification prior to division-level review

Provide guidance to managers regarding established personnel processes, collective bargaining agreement requirements, and university policies and procedures; consult with the Academic Business Strategist and People & Culture on complex or sensitive matters as appropriate

Serve as a liaison among People & Culture, DROs, managers, and unit analysts regarding personnel processes, including participation in People and Culture Process Forums and other meetings

Coordinate student assistant personnel processes, including hiring, payroll activities, onboarding/offboarding, tracking hours and monitoring of student assistant funding allocations

Support managers with Absence Management, reporting structure changes, and other personnel transactions

Assist managers with the development and revision of position descriptions as needed

Coordinate and monitor the division-wide staff performance evaluation process, maintain current resources and guidance on the AA Resource Hub, and prepare annual and probationary reports

Collaborate with Faculty Success and People and Culture on faculty personnel processes, as assigned

Provide confidential administrative and logistical support for executive-level searches conducted by the Office of the Provost

Coordinate division-wide projects, initiatives, and events that advance Academic Affairs priorities; establish project tasks, timelines, deliverables, and tracking mechanisms

Analyze administrative processes and operational data to identify issues, opportunities for improvement, and potential solutions; develop recommendations for consideration by management

Provide administrative research, analysis, coordination, and support for ABSO and division-wide initiatives

Knowledge, Skills & Abilities

General awareness of emerging technologies, including artificial intelligence (AI), and a willingness to develop skills in their appropriate, responsible, and ethical use in a higher education environment, consistent with institutional policies and practices

Knowledge of administrative practices and procedures and the ability to independently coordinate complex administrative, personnel, project, and operational processes

Working knowledge of human resources principles, policies, laws, and practices applicable to a collective bargaining environment, including the ability to read, interpret, and apply collective bargaining agreements and established university policies and procedures

Ability to exercise discretion, sound judgment, and appropriate confidentiality when handling sensitive personnel, compensation, performance, organizational, financial, and management information

Ability to independently analyze administrative and operational problems, identify relevant information, evaluate alternatives, develop sound conclusions and recommendations, and coordinate implementation of approved solutions

Strong organizational and project coordination skills, including the ability to establish tasks, requirements, deliverables, and timelines; manage multiple priorities; and adapt to changing deadlines and operational needs

Ability to take initiative, anticipate issues, and proactively address problems within established policies, procedures, and delegated authority

Excellent written and oral communication skills, including the ability to prepare clear, accurate, and professional correspondence, reports, procedures, presentations, and other communications for diverse audiences

Strong interpersonal and customer-service skills, with the ability to establish and maintain effective, professional, and collaborative working relationships with managers, faculty, staff, People & Culture, and other internal and external stakeholders

Ability to collect, organize, analyze, interpret, and present administrative, personnel, operational, and financial data to support planning and decision-making

Working knowledge of basic budgeting and financial administration practices, including the ability to prepare and review financial information and support routine fiscal transactions

Proficiency with business and administrative applications, including Google Workspace, Microsoft Office, PeopleSoft/CHRS, Lucidchart, and related systems, with the ability to learn and effectively use new technologies and applications

Ability to communicate with constituents in a professional and respectful manner

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

Experience providing personnel, human resources, or administrative support in a higher education or similarly complex organization

Experience handling confidential and sensitive personnel information with discretion and sound judgment

Experience coordinating personnel processes, events, projects, or organizational initiatives involving multiple stakeholders, priorities, and deadlines

Experience analyzing administrative or operational processes, identifying opportunities for improvement, and developing or implementing solutions

Experience independently managing assignments, anticipating needs, and resolving issues with minimal supervision

Compensation

Classification: Confidential Administrative Support II

Anticipated Hiring Range: $7,300/month - $7,800/month

CSU Salary Range: $4,687/month - $11,223/month

San Jose 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 1, 2026 through September 15, 2026 . This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

People and Culture

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 policy/ /latest/ and questions may be sent to .

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 Jose 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.

Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant's current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

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 . 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 Jose 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 or by email at .

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at . 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 or by email at .

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 Jose 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 Jose 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 Jose 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.

Who can apply

Review the original listing for work authorization, qualifications and employer requirements.