Faculty Employment Specialist

San José State University•San Jose, CA

68d•$6,300 - $6,500•Onsite

About The Position

Reporting to the Manager, Faculty Services Operations, the Faculty Employment Specialist serves as a subject matter expert and key resource for faculty and Academic Student Employee (ASE) hiring, appointments, reappointments, evaluations, additional employment, and payments. The position supports these processes across multiple SaaS platforms, including eFaculty, OnBase, CHRS, and CHRS Recruiting. The incumbent serves as a representative of Faculty Services (FS) to colleges and departments and acts as an information hub for managers, hiring departments, and new employees. They track and facilitate the completion of required new employee documentation, provide guidance on hiring and appointment procedures, and lead Faculty Services’ engagement with Academic Affairs to troubleshoot complex issues and provide advice related to faculty and ASE employment processes. Working independently with sensitive and confidential information, the Faculty Employment Specialist applies established standards and requirements to individual employee cases, including determining employment qualifications and advising on rank and salary. The incumbent guides stakeholders in following applicable procedures and regulations, audits work assignments and appointments, and provides case data to CSU Management and General Counsel. They also prepare aggregate reports and data for University use and release. A critical responsibility of the position is ensuring compliance with faculty and ASE Collective Bargaining Agreements (CBAs), systemwide and University policies, CSU guidelines, and applicable government regulations. The incumbent is expected to exercise sound judgment, maintain confidentiality, and provide accurate, timely, and responsive service to a broad range of stakeholders. As a member of the collaborative Faculty Services division, where staff are cross-trained and share ownership of major division responsibilities, the incumbent is expected to work effectively as part of a team, assist colleagues with their duties, and provide backup support across Faculty Services functions.

Requirements

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
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
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

Nice To Haves

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