Project Manager and Documentation Specialist

Job Summary

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.

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 bachelors 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 bachelors 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: $6927/month - $7352/month (Step 10 Step 13)
CSU Salary Range: $5797/month - $8445/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

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 questions may be sent to .

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 universitys 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 Officeor 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 applicants 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 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 or by email at .

Pursuant to the Higher Education Opportunity Act the Annual Fire Safety Report (AFSR) is also available for viewing at 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 or by email at .

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.

Required Experience:

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