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Job Summary

The College of Graduate Studies at San José State University supports the academic mission of the University and collaboratively works with the campus community to enhance student success. Reporting to the Assistant Director of Graduate Admissions and Program Evaluations and receiving work lead direction from the Admissions & Operations – Lead, the Data Specialist performs a full range of moderately complex to complex office and administrative support functions for the Graduate Admissions and Program Evaluations Unit within the College of Graduate Studies. Working independently, under general supervision, the Data Specialist is primarily responsible for coordinating a variety of interrelated workflow processes to ensure the timely receipt, review, scanning, referral and processing of transcripts, applications and all documents related to the admissions process for all graduate students, as well as updating of records using various imaging technology and integrated databases. They also provide applicant customer service by answering status questions through virtual and in-person assistance as needed.

Key Responsibilities

• Coordinate, implement, and maintain clerical, administrative and customer support functions for all aspects of admissions services.
• Perform intake of and is responsible for all aspects of transcripts and other documents required for admissions, transfer credit and graduation, for Receipting/Front Counter and workflow processing functions in preparation for data routing to the Admission Services Unit.
• Coordinate transcript receipt and data/workflow processing.
• Determine category and route documents through imaging for processing.
• Coordinate the coding, analysis, scanning, receipting, and transferring of all documents related to both graduate and undergraduate admissions, evaluations, and graduation.
• Coordinate the compilation, tracking, and timely receipt of all documents required to process applications for admission and graduation.
• Complete and maintain student admission status, including, but not limited to, admission residency determination, receipt of application fees, and document verification/editing via computerized system.
• Process documents using student administration databases and imaging/workflow products.
• Review report for document coding/analysis accuracy and makes corrections as needed.
• Post individual documents into PeopleSoft and other systems.
• Review data in educational, application and record components of PeopleSoft.
• Track admission status and reconciles and verifies transcripts received for completing applications used to track student admission status. Input Key Responsibilities
• Provide excellent customer service in an office setting, at the front counter, over the phone or via email.
• Build and maintain positive relationships in the course of work responsibilities and customer service.
• Provide direct and indirect contact with students, staff, administrators and faculty advisors for problem resolution related to student files.

Knowledge, Skills & Abilities

• Thorough knowledge of software applications such as word processing, spreadsheet, and database management
• Knowledge of or ability to quickly acquire knowledge of, forms and documents needed to complete applications for undergraduate admissions and graduation
• Knowledge of customer service standards, principles, and practices
• Ability to verify and interpret academic transcripts from high schools and institutions of higher education
• Ability to analyze and review a wide variety of documents and forms for accuracy and completeness and to process them in a timely and efficient manner
• Ability to perform standard business math, track financial data, and make simple projections
•  Ability to comprehend and interpret regulations and requirements and apply them in a production process
• Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature
• Ability to apply a wide variety of policies and procedures where specific guidelines may not exist
• Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies
• Ability to quickly learn and apply a variety of state, federal, California State University (CSU), and SJSU policies and procedures

Required Qualifications

• Completion of a high school program, technical/vocational program, or their equivalents combined with Two years of related office work experience or a combination of education and experience which demonstrates the ability to perform the essential functions of the position.

Preferred Qualifications

• Additional 6 months of study at a higher education institution
• One additional year of full-time experience in a higher education institution working directly with admissions.

Compensation

Classification: Administrative Support Coordinator I
Anticipated Hiring Range: $4,084/month - $4,250/month
CSU Salary Range: $3,864/month - $6,072/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: November 12, 2024 through November 25, 2024. 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).