Personnel and Projects Specialist

San José State University•San Jose, CA

4d•$4,687 - $11,223

About The Position

Academic Business and Strategic Operations (ABSO) supports organizational effectiveness across the Division of Academic Affairs through personnel administration, academic and administrative projects, customer service, change management, process improvement, and budget support. Reporting to the Academic Business Strategist, the Personnel and Projects Specialist provides confidential administrative, personnel, project, and operational support for ABSO and the Division of Academic Affairs. Working independently under limited supervision, the incumbent coordinates complex personnel processes, maintains and analyzes confidential personnel and organizational information, supports division-wide projects and change initiatives, and serves as a liaison among People and Culture, Directors of Resources and Operations (DROs), managers, and unit analysts. The Specialist regularly handles sensitive and confidential information related to personnel actions, recruitment, compensation, performance evaluations, organizational changes, and other management matters requiring discretion and sound judgment. The position interprets and applies established university policies, procedures, and collective bargaining agreements; monitors division-wide personnel processes; identifies issues; and provides guidance and recommendations to managers in consultation with the Academic Business Strategist and People and Culture, as appropriate. The incumbent also coordinates projects, events, process improvements, training, records management, and operational support activities that advance divisional priorities and provides operational and administrative backup support for functions managed by the Academic Business Strategist, as assigned.

Requirements

General awareness of emerging technologies, including artificial intelligence (AI), and a willingness to develop skills in their appropriate, responsible, and ethical use in a higher education environment, consistent with institutional policies and practices
Knowledge of administrative practices and procedures and the ability to independently coordinate complex administrative, personnel, project, and operational processes
Working knowledge of human resources principles, policies, laws, and practices applicable to a collective bargaining environment, including the ability to read, interpret, and apply collective bargaining agreements and established university policies and procedures
Ability to exercise discretion, sound judgment, and appropriate confidentiality when handling sensitive personnel, compensation, performance, organizational, financial, and management information
Ability to independently analyze administrative and operational problems, identify relevant information, evaluate alternatives, develop sound conclusions and recommendations, and coordinate implementation of approved solutions
Strong organizational and project coordination skills, including the ability to establish tasks, requirements, deliverables, and timelines; manage multiple priorities; and adapt to changing deadlines and operational needs
Ability to take initiative, anticipate issues, and proactively address problems within established policies, procedures, and delegated authority
Excellent written and oral communication skills, including the ability to prepare clear, accurate, and professional correspondence, reports, procedures, presentations, and other communications for diverse audiences
Strong interpersonal and customer-service skills, with the ability to establish and maintain effective, professional, and collaborative working relationships with managers, faculty, staff, People & Culture, and other internal and external stakeholders
Ability to collect, organize, analyze, interpret, and present administrative, personnel, operational, and financial data to support planning and decision-making
Working knowledge of basic budgeting and financial administration practices, including the ability to prepare and review financial information and support routine fiscal transactions
Proficiency with business and administrative applications, including Google Workspace, Microsoft Office, PeopleSoft/CHRS, Lucidchart, and related systems, with the ability to learn and effectively use new technologies and applications
Ability to communicate with constituents in a professional and respectful manner
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

Experience providing personnel, human resources, or administrative support in a higher education or similarly complex organization
Experience handling confidential and sensitive personnel information with discretion and sound judgment
Experience coordinating personnel processes, events, projects, or organizational initiatives involving multiple stakeholders, priorities, and deadlines
Experience analyzing administrative or operational processes, identifying opportunities for improvement, and developing or implementing solutions
Experience independently managing assignments, anticipating needs, and resolving issues with minimal supervision

Responsibilities

Coordinate and provide confidential administrative support for division-wide personnel processes, including recruitment, classification/compensation, organizational changes, performance evaluations, and other personnel transactions
Review and track recruitment and classification/compensation requests for completeness, appropriate approvals, and funding verification prior to division-level review
Provide guidance to managers regarding established personnel processes, collective bargaining agreement requirements, and university policies and procedures; consult with the Academic Business Strategist and People & Culture on complex or sensitive matters as appropriate
Serve as a liaison among People & Culture, DROs, managers, and unit analysts regarding personnel processes, including participation in People and Culture Process Forums and other meetings
Coordinate student assistant personnel processes, including hiring, payroll activities, onboarding/offboarding, tracking hours and monitoring of student assistant funding allocations
Support managers with Absence Management, reporting structure changes, and other personnel transactions
Assist managers with the development and revision of position descriptions as needed
Coordinate and monitor the division-wide staff performance evaluation process, maintain current resources and guidance on the AA Resource Hub, and prepare annual and probationary reports
Collaborate with Faculty Success and People and Culture on faculty personnel processes, as assigned
Provide confidential administrative and logistical support for executive-level searches conducted by the Office of the Provost
Coordinate division-wide projects, initiatives, and events that advance Academic Affairs priorities; establish project tasks, timelines, deliverables, and tracking mechanisms
Analyze administrative processes and operational data to identify issues, opportunities for improvement, and potential solutions; develop recommendations for consideration by management
Provide administrative research, analysis, coordination, and support for ABSO and division-wide initiatives