Faculty Employment Specialist - San Jose California

Company: San Jose State University
Location: San Jose, California
Posted On: 01/23/2025

Job Summary
Reporting to the Manager, Faculty Services Operations, the Faculty Employment Specialist supports faculty hires, appointments, reappointments, and evaluation processes in SaaS platforms (i.e., eFaculty, OnBase, CHRS, and CHRS Recruiting, among others). The incumbent is a specialist for faculty hiring and appointment processes for temporary and tenure line faculty and Academic Student Employees (ASE), including Faculty Additional Employment and Payments. The incumbent serves as a representative of Faculty Services (FS) to colleges and departments. They track and assist all parties with completing required new employee documents, and they act as an information hub for managers, hiring departments and new employees. The incumbent takes the lead role for Faculty Services to engage the Academic Affairs division with troubleshooting and advising about faculty and ASE hiring, appointments, reappointments, additional, and special appointments. They guide others through procedures and following regulations, and they audit work assignments and appointments. They work independently with sensitive and confidential data to apply standards for each employee, including determining qualifications for employment and advising on rank and salary. The incumbent provides case data to CSU Management and General Counsel related to faculty and ASE processes. They provide reports using aggregate data for release to 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--in which all staff learn about all processes and share ownership of all major FS division responsibilities--the incumbent is expected to work well with others, assist others with their duties, and to serve as backup for other team members.

Key Responsibilities

• Faculty and ASE Hiring Support
  
• Faculty and ASE Appointments, Reappointments, and Terminations
  
• Communication, Customer Service, Help Desk
  
• Records Management
  
• Team Support
  
  
  Knowledge, Skills & Abilities
  
  
  
  • Knowledge of or ability to learn university policies and provisions of the Collective Bargaining Agreements that apply to faculty processes
    
  • Knowledge of or ability to learn university policies and provisions of the unit 11 Collective Bargaining Agreement that apply to Academic Student Employees (ASEs) processes
    
  • Ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus
    
  • General knowledge of the faculty lifecycle, milestones, professional development, appointment types, rank, and duties and responsibilities
    
  • Knowledge of human resources methods, procedures and practices used in a unionized environment
    
  • Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions
    
  • Knowledge of or ability to learn structures and operations as related to faculty evaluations, special appointments, leaves, and related processes
    
  • Knowledge of or ability to learn software applications including evaluation applications, Interfolio software services, word processing, spreadsheets, OnBase, database management, Google Suite, CHRS Recruiting, CHRS, and video communications
    
  • Excellent oral and written communications skills and customer service skills with a diplomatic demeanor and client empathy to provide service to faculty, staff, administrators, and the general public
    
  • Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form
    
  • Ability to collaborate with others, including constructive participation in a work team
    
  • Ability to learn, use, and maintain databases, software, and software as a service (SaaS) products
    
  • Ability to apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist
    
  • Ability to provide consultation to the campus in the areas of faculty and ASE personnel matters, often beyond normal business hours
    
    
    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
        
      • Administrative experience in fast paced, detail-oriented office environment involving processing of high volume of various complex transactions and interface with numerous constituents
        
        
        Compensation
        Classification: Confidential Administrative Support II
        Anticipated Hiring Range: $6,600/month - $6,700/month
        CSU Salary Range: $4,261/month - $8,166/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 .
        
        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 14, 2025 through January 9, 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
          
          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 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.
          
          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 408-924-1501 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 408-795-5600 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 (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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