Job Summary

The Office of the Registrar at San José State University 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.

Key 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

Knowledge, Skills & Abilities

• 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

Required Qualifications

• 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

Preferred Qualifications

• 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

Compensation

Classification: Administrative Analyst/Specialist – Exempt II
Anticipated Hiring Range: $6,927/month - $7,352/month (Step 10 – Step 13)
CSU Salary Range: $5,797/month - $8,445/month (Step 1 – Step 20)

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: October 13, 2026 through October 27, 2026. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

People and Culture
jobs@sjsu.edu

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.

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.

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.