Job Summary

Under general supervision, the College of Health and Human Sciences (CHHS) Online Programs Coordinator works independently to provide various highly complex administrative and analytical support services to the University, College, Department Chairs and Directors, faculty, and students participating in the College of Health and Human Sciences Special Session Programs. It is expected that responsibilities will expand to support multiple programs across the College as they are added. This position reports to the Director of Resources and Operation with work direction from the Senior College Financial Resource Analyst and Associate Dean for Academic Programs and Student Success. This position has sole responsibility for the day-to-day operations of the CHHS Special Session programs. The CHHS Special Sessions and Online Programs Analyst is responsible for the appointment of temporary faculty, administrative tasks associated with faculty recruitment, onboarding, and evaluation. This incumbent manages and tracks the program budgets, inputs the class schedules, tracks enrollment and collaborates with stateside program/college staff as needed to plan events. In addition, this position handles confidential information for faculty and students, and distributes information to students, faculty, C&D, University, and the general public, as needed. This position serves as a liaison to other campus entities: Office of Academic Innovation and Online Initiatives, College of Professional and Global Education (CPGE), Faculty Services, University Personnel, Registrar's Office, Financial Aid Office, and San Jose State Research and Innovation.

Key Responsibilities

• Responsible for fiscal oversight of program budgets for SJSU Online. The incumbent works with the Senior College Financial Resource Analyst to oversee and maintain financial account tracking for the Special Session Programs budget in the context of the College’s overall economic status and provides consultation to the Senior College Financial Resource Analyst
• Works with the Senior College Financial Resource Analyst on College Special Sessions quarterly reports for upper management
• Responsible for SJSU Online financial decisions for purchases and payments based on budget allocation. This position will be responsible for creating a budget for the SJSU Online program, and not exceeding the amount allocated and following policy for overages
• Independently perform the day-to-day tasks for the operation of the SJSU Online programs and Special Sessions
• Plan and initiate process changes as needed to comply with university policies and procedures
• Maintain confidential personnel working files, absence reports, and other employee records for the SJSU online unit
• Recommend faculty salaries to the chair in consultation with SJSU Online unit and University Personnel
• Responsible for entering class schedules in PeopleSoft and assuring accuracy

Knowledge, Skills & Abilities

• Ability to communicate with constituents in a professional and respectful manner
• Thorough knowledge of faculty recruitment, appointments, and evaluation procedures for temporary and permanent faculty
• Ability to gather and analyze temporary faculty salary data and make recommendations for hiring salary levels
• Ability to work with faculty to obtain appropriate documents for appointments and evaluations
• Ability to analyze available space and make permanent and temporary faculty office assignments
• Ability to learn and interpret data, policies, and procedures and apply that knowledge to program decision-making
• Ability to maintain confidentiality and appropriately handle sensitive communications with employees, students, faculty, faculty applicants, and the public
• Ability to handle multiple tasks, organize work, and independently set priorities
• Ability to analyze and independently decide appropriate funds/accounts to use for various financial purchases/payments
• Ability to analyze enrollment planning data and create reports for the Associate Dean and/or Chairs
• Ability to work with other university organizations -procurement, accounting services, accounts payable, and budgets
• Thorough knowledge of classroom/lab/technology needs for each course and faculty
• Through knowledge of the curriculum change procedure and catalog due dates
• Ability to handle multiple tasks, and independently organize and prioritize work
• Ability to work with campus organizations and outside vendors to plan, organize, and implement events
• Ability to train students to ensure their understanding of work assignments
• Ability to provide high-level customer service to students, faculty, and staff
• Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference

Required Qualifications

• A Bachelor's Degree and/or equivalent training
• Two (2) years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs

Preferred Qualifications

• Bachelor’s Degree
• Three (3) to Four (4) years of office experience
• Experience with common office applications such as Microsoft, Google, DocuSign
• Experience with SJSU applications such as PeopleSoft, Common Finance System (CFS), Financial Transaction Services, Common Human Resource Systems (CHRS)
• Excellent written communication skills
• Excellent customer service skills

Compensation

Classification: Administrative Analyst/Specialist – Exempt I
Anticipated Hiring Range: $6,076/month - $6,800/month
CSU Salary Range: $4,598/month - $8,318/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: March 21, 2025 through April 6, 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.