Job Summary

Reporting to the Associate Dean, the Assistant Director of the Lucas Graduate School of Business is responsible for the development and implementation of student outreach and recruitment, and oversees the admissions for all LGSB programs. Completes all administrative tasks related to the enrollment and graduation of the MS Transportation Management (MSTM) program, including admission, enrollment and graduation for the advanced certificates in Transportation Management. Other tasks include the scheduling process for all MTM courses, hiring and appointing of faculty. The Asst. Director is responsible for student outreach and marketing initiatives through the website, social media, at the University, and throughout the community for all LGSB graduate programs. Ensures high customer service standards, employing appropriate technologies as provided, including a Customer Relation Management (CRM) system, for managing communications throughout the application and admissions process. Analyzes available data and reports for continuous improvement of marketing and outreach efforts to maximize effectiveness. Represents the LGSB at graduate/professional fairs throughout the Bay Area, and coordinates with partner programs. Collaborates with the Director of Executive and Professional Education to plan and deliver programs for international and executive partners. Additionally, the Asst. Director manages the office workflow involving four full-time employees and several student assistants.

 

Key Responsibilities

Graduate Programs Recruitment/Outreach

• Extracts and analyzes data from available appropriate tools like the CRM to assess and improve marketing strategies based on trends in yield rates, and other factors.
• Creates and develops prospect pools on CRM; reviews and proposes potential markets to target and track.
• Maintains the LGSB website and works with program coordinators to update the program-specific Canvas shells.
• Manages operations and supervises staff related to the recruitment, admission, and yield initiatives directed toward the growth of the LGSB programs.
• Analyzes enrollment rates across the Lucas programs to identify trends and inform, participate in and manage the establishment, interpretation, and application of admission, prerequisite and program requirements.
• Serves as lead contact for the Lucas School for internal and external communication.
• Oversees the development of marketing campaigns, surveys and events targeting the LGSB alumni.

MSTM Program Administration

• Monitors student enrollment from admitted status through graduation, including corresponding with students who are active and inactive.
• Oversees and coordinates course registration, academic standing, degree candidacy, compliance with foundation and curriculum requirements, and students' continued eligibility to progress in a degree program.
• Plans and implements registration and tracking procedures for Open University and Certificate students.
• Develops and maintains a comprehensive system of communicating, disseminating and documenting College, and University requirements, policies, and procedures to admitted and enrolled students using multiple mediums - literature and email.
• Maintains the alumni data for all graduate programs in Transportation Management.
• Alerts University Registrar on Special Session monthly timing for grade sheet entry.

LGSB Programs Admissions & Prospect/Applicant Advising

• Oversees the application and admission process for all Lucas graduate programs.  Although the day-to-day tasks are mainly the responsibility of the Admission Coordinator, the Graduate Programs Outreach Coordinator manages cases that necessitate special handling and reviews all processes for efficiency and high-level of customer service. On an as-need basis, is responsible to:
• Evaluate applicant’s credentials and counsels them on their eligibility for admissions and directs them to the appropriate Lucas graduate program.
• Designs, manages and implements multiple, tailored communication plans for the CRM and social media based on interest in specific programs.
• Oversees business processes including applicant data flow to CRM and coordinates leads with the College of Professional and Global Education (CPG&E).

MSTM Schedule, Faculty Appointments and Compensation

• Coordinates the development of the annual course schedule with the program director.
• Prepare CPG&E documents for the creation of MSTM courses/sections with scheduling data.
• Responsible for up to date posting of greensheet (syllabi) on the Lucas Canvas platform and/or website.

Executive Education Programs Coordinator

• Assists the director for Executive and Professional Education with the planning, scheduling, and delivery of the executive education programs.
• Attends the annual EMBA program coordinators meeting at one of the partner university’s locations (foreign location).
• Assists the directors of the FAU executive education program with the planning, scheduling and delivery of the executive education programs.

Office Management

• Manages the office and has supervisory responsibilities for four full-time employees and several student assistants.
• Develops, facilitates, and manages procedures for operation of MBA and MS programs, adhering to COB, SJSU, and CSU policies.
• Identifies, articulates, and resolves problems at the Lucas Graduate School Office level for students and faculty, and works on special projects assigned by the Associate Dean of the Lucas Graduate School of Business.
• Provides back-up for monitoring, ordering, and insuring payment of supplies for the Lucas School's office and all processing related to procurement for the Lucas School.
• Produces reports regarding the financial situation of the LGSB programs

 

Knowledge, Skills & Abilities

• Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations.
• Working knowledge of English grammar, business writing, punctuation and spelling.
• Strong oral communication skills. Must possess excellent customer service and public relations skills.
• Ability to compose and appropriately format correspondence and reports. 
• Demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management.
• Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
• Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions.
• Ability to work with representatives from public and private entities and handle potentially sensitive situations.
• Demonstrated consultative skills in working with internal and external constituent groups.
• Ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus.
• Working knowledge of software applications: word processing, spreadsheet, database management.
• Ability to evaluate outreach and marketing strategies through various channels.
• Ability to perform accurately in a detail-oriented environment.
• Ability to handle multiple work priorities, organize and plan work and projects.
• Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies.
• Ability to quickly learn and apply a variety of state, federal, CSU, and SJSU policies and procedures.
• Ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.
• Ability to train others on new skills and procedures and provide lead work direction.
• 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

• Bachelor’s degree from an accredited university.
• At least 2 years of Enrollment experience within Higher Education, preferably within a College of Business.
• At least 2 years of experience marketing & social media campaigns.
• Knowledge and experience with Customer Relation Management systems.
• Knowledge of CSU rules & regulations regarding recruitment & admissions.
• Knowledge of PeopleSoft and Data Warehouse.
• Knowledge of international rules and regulations regarding admissions.
• Knowledge of advising and recruiting techniques
• Skills in project management & Leadership skills.

 

Compensation

Classification: Administrative Analyst/Specialist – Exempt II
Anticipated Hiring Range: $6,656/month - $7,718/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.

 

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 4, 2024 through October 27, 2024. 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).