Strategy and Campaign Project and Operations Specialist

Job no: 553676
Work type: Staff
Location: San José
Categories: Unit 9 - CSUEU - Technical Support Services, Probationary, Fundraising & Alumni Relations, Full Time

Job Summary

The Strategy and Campaign Project and Operations Specialist plays a critical role in supporting the Associate Vice President for University Advancement Strategy and Campaigns (AVP-SC) and the units of Prospect Management and Stewardship within the Strategy and Campaigns department. The position organizes and performs a broad range of complex administrative duties in direct support of the Associate Vice President, and two director level managers. Duties will include but are not limited to taking the lead of high-priority initiatives, with a particular focus on campaign planning and execution, organizational goal setting, cross-divisional initiatives, and internal systems and processes. The Specialist will perform complex administrative, project management, and support functions, ensuring operational efficiency and alignment with university and division-wide strategic goals. The incumbent will manage projects from conception to completion and must be able work under pressure, handling a wide variety of activities with discretion and limited direction.

Key Responsibilities

• Provide high-level project planning, project coordination and logistical support for the University's comprehensive fundraising campaign
• Monitor campaign timelines, track key deliverables across departments and coordinate with internal and external stakeholders to ensure critical milestones are met
• Coordinate the execution of division-wide strategic projects and special initiatives led by the Vice President for University Advancement (VPUA) and/or the AVP-SC
• Independently research, develop and analyze administrative policies and procedures for cross-divisional operations and internal systems and processes, recommending and evaluating proposed solutions
• Organize and prepare materials for meetings, including recording and distributing accurate meeting notes for information flow to relevant stakeholders
• Draft, proof and edit campaign and project-related communications, reports and presentation materials at the direction of the AVP-SC
• Assist with planning and logistics for major divisional events, meetings, retreats and professional learning opportunities
• Serve as a flexible resource to University Advancement departments for time-fixed or short-term project needs, such as data clean-up, event logistics, or policy documentation
• Oversee general administrative and operational functions for the Strategy and Campaigns units and department
• Oversee budget development and management, expenses, budget allocations and reconciliations for the department, working with the Director of Administrative & Financial Services and the Tower foundation
• Process expenses, purchases and travel ensuring compliance with university and foundation policies
• Draft and send routine correspondence on behalf of the AVP-SC (e.g., meeting notices, internal communications) and respond to emails, phone calls and messages to ensure timely, professional and appropriate responses to internal and external inquiries
• Provide comprehensive calendar management for the AVP-SC, including scheduling complex meetings with high-level internal and external stakeholders (e.g., VPUA, deans, senior administrators)
• Organize and prepare travel logistics, including completing travel requests and expense reports
• Independently resolves problems and answers queries

Knowledge, Skills & Abilities

• Ability to communicate with constituents in a professional and respectful manner
• Exceptional organizational, planning and time management skills, with the ability to handle multiple, competing work priorities in a fast-paced environment
• Strong oral and written communication skills, including the ability to compose, edit and appropriately format professional correspondence and reports
• Advanced ability to coordinate projects, track details accurately, and meet established deadlines
• Ability to troubleshoot and proactively resolve common office administration problems and research, develop, analyze and implement procedures
• Knowledge of budget management, expense tracking and financial reconciliation processes
• Proficiency with Google Workspace applications, Microsoft Office Suite (Word, Excel, PowerPoint) and other software applications, including design, calendar and database management systems
• Excellent customer service skills and the ability to communicate professionally and respectfully with a diverse group of constituents, including executive leadership, faculty, staff and major donors
• Ability to manage and maintain highly confidential records and sensitive information with utmost discretion and professionalism
• Knowledge and ability to analyze, interpret, compile, apply, integrate, and present complex data and information
• Knowledge and ability to independently manage and implement complex projects

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

• Three or more years of experience in project management or high-level administrative support in a complex organizational setting
• Experience working in a university advancement/fundraising environment, particularly with campaign management and fundraising operations
• Experience supporting senior-level staff and managing highly confidential information
• Experience handling administrative issues involving the study, analysis and/or evaluation leading to the development or improvement of administrative policies, procedures, practices or programs

Compensation

Classification: Administrative Analyst/Specialist – Exempt II
Anticipated Hiring Range: $6,927/month - $7,207/month (Step 10 - Step 12)
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: December 8, 2025 through January 4, 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

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 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: December 08, 2025 (9:00 AM) Pacific Standard Time
Applications close: Open until filled

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