Job Information
San Jose State University Alumni Engagement Operations Coordinator in San Jose, California
Alumni Engagement Operations Coordinator
Apply now (https://secure.dc4.pageuppeople.com/apply/873/gateway/default.aspx?c=apply&lJobID=545653&lJobSourceTypeID=837&sLanguage=en-us) Job no: 545653
Work type: Staff
Location: San José
Categories: Unit 9 - CSUEU - Technical Support Services, Probationary, Fundraising & Alumni Relations, Full Time
Job Summary
The Operations Coordinator plays a vital role in supporting the Senior Director of Alumni Engagement by managing department operations and priorities. This position ensures the smooth execution of processes, fosters clear communication, and establishes shared expectations across the Alumni Engagement team. The Coordinator is responsible for overseeing financial operations, including managing general funds and Tower Foundation auxiliary accounts, preparing financial reports, and year-end projections. They coordinate department travel, supervise student assistants to maintain excellent customer service and collaborate with the Associate Director of Network and Student Engagement to ensure accurate alumni membership tracking and timely distribution of membership packets. Additionally, the Coordinator assists in developing sponsorship and affinity programs to support the Alumni Association and monitors the Alumni Engagement email inbox to ensure timely and appropriate responses. The Coordinator position is essential to the success of alumni programs, ensuring operational efficiency and alignment with SJSU’s mission to engage and support its alumni community.
Key Responsibilities
Assists with managing of departmental and special projects, prioritizes tasks, and provides updates under leadership guidance
Coordinates the execution of special projects, ensuring alignment with Alumni Engagement goals and cross-departmental collaboration.
Works on maintaining programs for Alumni Engagement - and campus-wide events involving multiple funding sources and departmental coordination
Coordinates and represents Alumni Engagement in campus-wide programs like Grad Fest, Employee Services Fair, and other promotional opportunities
Advises on updates to Alumni webpages, social media, promotions, and other communications
Works to ensure that the department is in compliance with SJSU, CSU, and Alumni Association policies and stays current with system upgrades and procedures
Assists with procurement policies for events, facilitates financial transactions, and coordinates with Procurement and other departments
Participates in administrative staff meetings and contributes to report and material preparation
Assists the Senior Director and Alumni Engagement team with preparing reports, meeting materials, and scheduling
Communicates effectively with internal and external stakeholders, including alumni, colleges, and campus leadership
With the guidance of the Senior Director, exercises independent judgment to prioritize campus, division-wide, and special projects
Collaborates with the Senior Director to develop and manage the Alumni Engagement budget, ensuring alignment with departmental and divisional goals and priorities
Working with the department administrative assistant and the division budget manager, monitors expenses and tracks budget allocations, providing regular updates and reports to the Senior Director
Assists in the preparation of annual budget plans and financial forecasts for alumni programs and initiatives
Ensures compliance with university and foundation financial policies and procedures
Identifies opportunities for cost savings and efficient use of resources within Alumni Engagement programs
Supports budget planning for alumni events, ensuring accurate allocation of multiple funding sources.
Assists the Senior Director in coordinating with the SJSU Alumni Board of Directors, ensuring effective communication and collaboration
Tracks and manages board member terms, ensuring compliance with governance policies and timely updates
Supports the onboarding and orientation of new board members
Coordinates the logistics for board meetings, including scheduling, venue arrangements, distributing materials, and securing catering
Collaborates with the Associate Director for Networks and Student Engagement to ensure accurate tracking and management of alumni memberships
Make sure of the timely upload of membership data into the department’s alumni and donor database system
Generates membership reports and analytics to support program planning and decision-making
Provides training and support to staff on data entry protocols and system updates related to membership management
Knowledge, Skills & Abilities
Strong oral and written communication skills
Exceptional organizational and planning skills
Excellent customer service and public relations skills
Ability to compose and appropriately format correspondence and reports
Advanced knowledge of software applications: word processing, spreadsheet, database management, graphic design
Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area
Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions
Ability to prepare department budgets and analyze funding allocations by account and meet established deadlines
Ability to perform accurately in a detail-oriented environment
Ability to handle multiple work priorities, organize and plan work and projects
Ability to research, develop, analyze, implement, and evaluate policies and procedures
Ability to communicate with constituents in a professional and respectful manner
Required Qualifications
A bachelor's degree and/or equivalent training
Four 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
Two years of related work experience in project management
Experience in a fast-paced office with competing priorities
Experience leading staff employees
Experience with PeopleSoft
Compensation
Classification: Administrative Analyst/Specialist – Exempt II
Anticipated Hiring Range: $7,000/month - $7,500/month
CSU Salary Range: $5,537/month - $10,014/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 (https://www2.calstate.edu/csu-system/careers/benefits/Documents/employee-benefits-summary.pdf) .
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: February 3, 2025 through February 18, 2025. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.
Contact Information
University Personnel
jobs@sjsu.edu
408-924-2252
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 jobs@sjsu.edu.
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.
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 clerycompliance@sjsu.edu.
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 uhs-frontdesk@sjsu.edu.
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 (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff 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).
Advertised: February 03, 2025 (9:00 AM) Pacific Standard Time
Applications close:
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