Job Summary

Reporting to the Senior Associate Vice President for University Marketing and Communications (SAVP), the Director of Strategic Operations serves as the primary project manager for the department of University Marketing and Communications (UMC). This role drives day-to-day operations as well as strategic initiatives undertaken by UMC and, when instructed, the Office of the President to achieve long-term goals and objectives that align with the university’s Mission, Vision and Values and Transformation 2030 strategic plan. The incumbent will be the administrative lead for UMC-utilized platforms and manage the compilation of reporting metrics to track performance and inform decision making of the department. This role will also lead budget administration for the UMC department, working with the SAVP to ensure a sound operating and salary budget. Execution of these duties requires confidentiality in handling sensitive budgetary and salary information and knowledge of and compliance with CSU and SJSU policies, regulations and procedures. The projects and duties assigned to the incumbent by the SAVP and/or Chief of Staff require strong organizational skills, diplomacy, persistence and the ability to balance and advance multiple projects. The position works independently to perform complex administrative functions requiring access to a variety of sources of information including management strategies and other sensitive documentation, and makes decisions consistent with university and department priorities.

Key Responsibilities

• Serve as the lead project manager for the University Marketing and Communications (UMC) team, ensuring members of the team are efficiently and effectively reporting on project progress through project management software.
• Direct projects submitted through project request form or alternative methods to Senior Associate Vice President, UMC and leadership team to assign to members of UMC team.
• Provide project management assistance to the Office of the President as directed by the Chief of Staff and/or Senior Associate Vice President, UMC. Includes special projects that might have confidential matters.
• Lead and nurture programs that are designated by the SAVP to advance the agency-hybrid model, support non-UMC communicators embedded elsewhere across the university, and improve brand compliance.
• Conduct research based on special projects assigned to ensure successful planning and implementation.
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
• Serve as the administrative lead for UMC-utilized programs, including Slack, Canva, Marketo, Asana, Foleon, Photoshelter, and Hootsuite.
• Lead UMC leadership and staff in production and compilation of monthly, quarterly, biannually and annual analytics reports in key areas, including social media metrics, media relations, web, and productivity of UMC team. These reports can be shared with University cabinet and other leadership.
• Advise the Senior Associate Vice President on CSU and SJSU policies and procedures for budget administration.
• Develop and administer the budget in collaboration with budget management functions of the Office of the President, the Administration and Finance Division for all operational expenses, and Academic Business and Strategic Operations (ABSO) for UMC responsibilities related to SJSU Online.
• Track state expenditures and reconcile the budget for UMC department using the CFS Data Warehouse reporting tool and University Advancement customized Expense Tracking Database.
• Prepare financial reports as they relate to UMC department; Provides follow-up on other action items as needed.
• Manage various payment and salary reimbursement processes.
• Maintain and monitor accounting of unit-specific budgetary categories and makes adjustments in collaboration with SAVP.
• Prepare quarterly and year-end forecasts. Create informative and well-organized financial presentations and reports as needed.
• Advise SAVP on salary budget management.

Knowledge, Skills & Abilities

• Expert level oral and written communication skills with diplomatic demeanor to provide service to staff, administration and the public
• Working knowledge of operational and fiscal analysis
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Demonstrated strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail in a deadline-driven environment
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response
• Ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies
• Familiarity with on-campus and off-campus locations and arranges set-up
• Knowledge of marketing automation software tool (e.g. Marketo and similar)
• Knowledge of content management system (e.g. Omni Update Campus, Wordpress)
• Knowledge of project management platforms (e.g. Asana, Smartsheet, Basecamp)
• Knowledge of communication management platforms (e.g. Slack, Google Chat)
• Knowledge PeopleSoft or similar campus database systems
• Ability to independently set priorities, coordinate, and complete a variety of competing tasks within established deadlines
• Ability to positively handle complex and/or complicated situations by utilizing effective problem-solving and decision-making skills
• Knowledge of metrics-driven communications, branding, and marketing

Required Qualifications

• Bachelor's degree and/or equivalent training
• Project Management Professional (PMP) certification
• Five or more years of experience working in higher education with a minimum of 3 years managing budgets and projects
• Experience with Asana project management tool

Preferred Qualifications

• Master’s degree or higher
• Three or more years of experience in a project management role in an communications or marketing unit in higher education
• Three or more years of experience managing a budget in the CSU system
• Demonstrated deep understanding of SJSU campus operations
• Knowledge of marketing automation software tool (e.g. Marketo and similar)

Compensation

Classification: Administrator II
Anticipated Hiring Range: $10,833/month - $12,083/month
CSU Salary Range: $4,812/month - $15,449/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 5, 2024 through September 10, 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).