Faculty Employment Specialist

San José State University; San Jose (CA); On-site; USD 52,000 - 125,000; Full time

Job summary

San José State University invites applications for a Faculty Employment Specialist. The role focuses on hiring, appointments, reappointments, evaluations, and compensation for faculty and Academic Student Employees across multiple SaaS platforms, ensuring compliance with CBAs and university policies.

The incumbent will serve as a resource to colleges, departments, and managers, guiding documentation, procedures, and cross-functional collaboration with Academic Affairs to troubleshoot complex

Qualifications

• Bachelor’s degree or equivalent with related work experience.
• 3 years of administrative work experience.

Responsibilities

• Faculty and ASE Hiring Support

Skills

CSU policies

ASE/CBAs

Communication skills

Consultation skills

Team collaboration

SaaS knowledge

Education

Bachelor’s degree

Master’s degree

Tools

OnBase

CHRS Recruiting

Interfolio

Google Suite

Job description

Job no: 561753
Work type: Staff
Location: San José
Categories: Confidential, Probationary, Full Time, Human Resources

Job Summary

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 valued member of the collaborative Faculty Services team, the incumbent contributes to a culture of shared ownership, cross-training, and mutual support. Team members work together to ensure the success of Faculty Services’ core responsibilities, share knowledge and expertise, assist colleagues as needed, and provide backup across functions to support continuity and exceptional service.

Key Responsibilities

• Faculty and ASE Hiring Support
• Faculty and ASE Appointments, Reappointments, and Terminations
• Communication, Customer Service, Help Desk
• Records Management
• Team Support

Knowledge, Skills & Abilities

• 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

Required Qualifications

• 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

Preferred Qualifications

• 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

Compensation

Classification: Confidential Administrative Support II
Anticipated Hiring Range: $6,300/month - $6,500/month
CSU Salary Range: $4,687/month - $11,223/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.

Contact Information

People and Culture
[e-mail]

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 [e-mail].

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.

Education Code 89521 Requirements:

Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

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 [e-mail].

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 [e-mail].

Campus Security Authority

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.

Advertised: September 04, 2026 (9:00 AM) Pacific Daylight Time
Applications close: Open until filled