Project Manager and Documentation Specialist

CSU Careers • San José, CA

26d • Onsite

About The Position

The Office of the Registrar is seeking a Project Manager and Documentation Specialist to lead complex projects and campus-wide initiatives from initiation through implementation and closeout. Reporting to the University Registrar, this position manages project scope, schedules, deliverables, risks, communications, stakeholder engagement, and organizational change. The incumbent also coordinates FERPA-related matters and public records requests, develops and maintains business-process documentation, administers an internal resource hub, and supports training, presentations, and continuous improvement. This position requires independent judgment, discretion in handling confidential information, and the ability to collaborate effectively with administrators, records custodians, and campus stakeholders.

Requirements

• A bachelor's degree and/or equivalent training
• Four (4) years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs
• Ability to communicate with constituents in a professional and respectful manner
• 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
• Ability to interpret and apply complex policies, procedures, laws, regulations, and administrative requirements; recognize matters requiring specialized or legal review; and refer them to the appropriate authorized official
• Knowledge of project-management principles and practices
• Ability to manage multiple, concurrent, cross-functional projects; establish priorities; coordinate interdependent work; meet deadlines; and adjust plans in response to changing conditions
• Knowledge of change-management principles and the ability to develop stakeholder engagement, communication, training, readiness, and adoption strategies
• Ability to receive, organize, track, and coordinate complex information and records requests while maintaining complete, accurate, and confidential case documentation
• Ability to exercise sound judgment and discretion when handling confidential, sensitive, or legally protected
• Excellent analytical, critical-thinking, and problem-solving skills, including the ability to investigate complex administrative problems, evaluate evidence, develop sound conclusions, and recommend improvements
• Ability to analyze quantitative and qualitative information, prepare reports, identify operational trends, and establish meaningful performance measures
• Experience preparing, writing, editing, and maintaining policies, procedures, business process guides, technical reports, training materials, presentations, forms, templates, and informational resources
• Excellent written, oral, presentation, facilitation, and interpersonal skills, including the ability to communicate complex information clearly and work effectively with individuals at all organizational levels
• Strong organizational and time-management skills, attention to detail, and the ability to perform accurately under pressure while balancing multiple priorities
• Ability to establish and maintain effective working relationships within a diverse environment and facilitate collaboration among stakeholders with differing needs and priorities
• Ability to develop and deliver training and to support others in adopting new processes, tools, and procedures

Nice To Haves

• An earned bachelor's degree
• Three (3) to five (5) years of experience in higher education
• Experience managing complex, cross-functional projects through the full project lifecycle in a higher education, public-sector, or similarly complex environment
• Experience coordinating FERPA-related matters, privacy-sensitive records, public records requests, records searches, or other compliance-driven administrative processes
• Experience developing and maintaining policies, procedures, business process guides, resource hubs, training materials, and presentations
• Project-management or change-management training or certification is desirable

Responsibilities

• Lead and coordinate multiple, concurrent, cross-functional projects and strategic initiatives
• Develop project plans, schedules, milestones, dashboards, status reports, and risk-mitigation strategies
• Coordinate FERPA-related matters and public records requests, including records searches, documentation, tracking, and secure production of authorized records
• Create and maintain business-process guides, policies, procedures, templates, training materials, and an internal resource hub
• Plan and coordinate Office of the Registrar presentations, meetings, communications, and follow-up activities

Benefits

• Comprehensive benefits package typically worth 30-35% of your base salary

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level