Graduate Studies Associate
San José State University, San Jose, CA, United States
Job no:
554559
Work type:
Staff
Location:
San José
Categories:
Unit 4 - APC - Academic Professionals of California, Probationary, Full Time, Student Services
Job Summary
The Graduate Studies Associate is responsible for providing administrative support for SJSU’s Ph.D. programs, including collaborating with our GAPE and GEM staff and our institutional partners on managing admissions, advising students, and monitoring TA and GSA appointments; leads the CGS Dean’s office team in planning and coordinating all College of Graduate Studies events including Graduate Advisors meetings, graduate student orientations, specific graduate student events, and award ceremonies; provides support to CGS leadership through compiling, analyzing, and summarizing data related to enrollment, student climate, curriculum, and assessment to produce reports and documentation as needed by the College of Graduate Studies; is responsible for the overall planning, development, administration, and evaluation of graduate student professional development programs at SJSU; works with both the AD of Graduate Programs and GAPE as needed to assist on projects and tasks related to the Spartan Accelerated Graduate Education program (SAGE) as needed. The Graduate Studies Associate also provides support for CGS’s daily activities related to advising of graduate students; production of drafts of letters, memos, announcements, and other communications with the campus; handling confidential and sensitive student information including advising on graduate school practices and university policies and maintenance of CGS filing systems. This work will require a close working relationship with the CGS Office Coordinator.
Key Responsibilities
Provide support for Ph.D. students across their student career including: collaborating with GAPE and GEM staff and partner institutions on managing admissions and program progress; advising students on administrative processes; monitoring TA and GSA appointments, in collaboration with the Graduate Studies Analyst.
Serve as a liaison between SJSU and UC partners in overseeing adherence to policies and norms.
Help students navigate issues arising due to different processes at each institution.
Lead the CGS Dean’s office team in planning and coordinating College of Graduate Studies events including graduate advisors’ meetings, graduate student orientations, and a graduate- and professional-programs fair.
Create timelines and facilitate the defining of project scope, goals, and deliverables.
Research best practices for projects, such as graduate fairs and student orientations.
Support Associate Deans as needed in various assigned projects using platforms such as MS Office, Google suite, Qualtrics, and other possible statistical packages.
Plan, develop, administer, and evaluate programs for the professional development of graduate students.
Collaborate with a variety of partners, including the Career Center, the SJSU disciplinary colleges, the Division of Research and Innovation, and external vendors and service providers to organize a full array of professional development opportunities specifically for graduate students potentially including career management, professional ethics, communication skills, leadership and management, etc.
Knowledge, Skills & Abilities
Thorough knowledge of the principles of individual and group behavior
General knowledge of the principles, practices and trends of the Student Services field
General knowledge of individual counseling techniques
Ability to analyze complex situations accurately and adopt effective courses of action
Ability to advise students individually and in groups on complex student‑related matters
Ability to interpret and evaluate descriptions and explanations of problems brought forward by individuals or student organizations, analyze and define the problem, draw valid conclusions and project consequences of various alternative courses of action
Ability to compose and appropriately format correspondence and reports
Ability to work independently and handle multiple work priorities, organize, and plan work and projects
Strong verbal communication and empathy skills; Must possess excellent customer‑service and public–relations skills
Thorough knowledge of or the ability to quickly learn graduate school policies and practices
Ability to access, gather, and analyze information from a wide variety of electronic and print sources and identify and resolve complex administrative issues
Technical knowledge to set up web‑based video recording and delivery
Ability to perform business math and elementary statistics, to analyze budgetary data, and to make accurate projections
Knowledge of the use of office systems and ability to use a broader range of technology, systems, and packages, including Office Suite, PeopleSoft (CMS), OU Campus, and Adobe products
Skill in event planning and project management
Knowledge of survey design, administration, and analysis, including the use of statistical methods
Required Qualifications
Equivalent to graduation from a four‑year college or university in a related field, including or supplemented by upper division or graduate coursework in counseling techniques, interviewing, and conflict resolution where such are job‑related
Three years of progressively responsible professional student services work experience; A master’s degree in Counseling, Clinical Psychology, Social Work, or a directly related field may be substituted for one year of experience; A doctorate degree and the appropriate internship or clinical training in counseling or guidance may be substituted for the three years of experience for positions with a major responsibility for professional career or personal counseling
Preferred Qualifications
Two years of higher education experience working with students.
Experience with student data systems
Experience with planning complex events
Experience with software to manage data sets such as Excel
Compensation
Classification: Student Services Professional III
Anticipated Hiring Range: $5,838/month - $6,259/month
CSU Salary Range: $5,540/month - $7,893/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.
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.
#LI-RC1
Advertised:
January 29, 2026 (9:00 AM) Pacific Standard Time
Applications close:
Open until filled
#J-18808-Ljbffr
554559
Work type:
Staff
Location:
San José
Categories:
Unit 4 - APC - Academic Professionals of California, Probationary, Full Time, Student Services
Job Summary
The Graduate Studies Associate is responsible for providing administrative support for SJSU’s Ph.D. programs, including collaborating with our GAPE and GEM staff and our institutional partners on managing admissions, advising students, and monitoring TA and GSA appointments; leads the CGS Dean’s office team in planning and coordinating all College of Graduate Studies events including Graduate Advisors meetings, graduate student orientations, specific graduate student events, and award ceremonies; provides support to CGS leadership through compiling, analyzing, and summarizing data related to enrollment, student climate, curriculum, and assessment to produce reports and documentation as needed by the College of Graduate Studies; is responsible for the overall planning, development, administration, and evaluation of graduate student professional development programs at SJSU; works with both the AD of Graduate Programs and GAPE as needed to assist on projects and tasks related to the Spartan Accelerated Graduate Education program (SAGE) as needed. The Graduate Studies Associate also provides support for CGS’s daily activities related to advising of graduate students; production of drafts of letters, memos, announcements, and other communications with the campus; handling confidential and sensitive student information including advising on graduate school practices and university policies and maintenance of CGS filing systems. This work will require a close working relationship with the CGS Office Coordinator.
Key Responsibilities
Provide support for Ph.D. students across their student career including: collaborating with GAPE and GEM staff and partner institutions on managing admissions and program progress; advising students on administrative processes; monitoring TA and GSA appointments, in collaboration with the Graduate Studies Analyst.
Serve as a liaison between SJSU and UC partners in overseeing adherence to policies and norms.
Help students navigate issues arising due to different processes at each institution.
Lead the CGS Dean’s office team in planning and coordinating College of Graduate Studies events including graduate advisors’ meetings, graduate student orientations, and a graduate- and professional-programs fair.
Create timelines and facilitate the defining of project scope, goals, and deliverables.
Research best practices for projects, such as graduate fairs and student orientations.
Support Associate Deans as needed in various assigned projects using platforms such as MS Office, Google suite, Qualtrics, and other possible statistical packages.
Plan, develop, administer, and evaluate programs for the professional development of graduate students.
Collaborate with a variety of partners, including the Career Center, the SJSU disciplinary colleges, the Division of Research and Innovation, and external vendors and service providers to organize a full array of professional development opportunities specifically for graduate students potentially including career management, professional ethics, communication skills, leadership and management, etc.
Knowledge, Skills & Abilities
Thorough knowledge of the principles of individual and group behavior
General knowledge of the principles, practices and trends of the Student Services field
General knowledge of individual counseling techniques
Ability to analyze complex situations accurately and adopt effective courses of action
Ability to advise students individually and in groups on complex student‑related matters
Ability to interpret and evaluate descriptions and explanations of problems brought forward by individuals or student organizations, analyze and define the problem, draw valid conclusions and project consequences of various alternative courses of action
Ability to compose and appropriately format correspondence and reports
Ability to work independently and handle multiple work priorities, organize, and plan work and projects
Strong verbal communication and empathy skills; Must possess excellent customer‑service and public–relations skills
Thorough knowledge of or the ability to quickly learn graduate school policies and practices
Ability to access, gather, and analyze information from a wide variety of electronic and print sources and identify and resolve complex administrative issues
Technical knowledge to set up web‑based video recording and delivery
Ability to perform business math and elementary statistics, to analyze budgetary data, and to make accurate projections
Knowledge of the use of office systems and ability to use a broader range of technology, systems, and packages, including Office Suite, PeopleSoft (CMS), OU Campus, and Adobe products
Skill in event planning and project management
Knowledge of survey design, administration, and analysis, including the use of statistical methods
Required Qualifications
Equivalent to graduation from a four‑year college or university in a related field, including or supplemented by upper division or graduate coursework in counseling techniques, interviewing, and conflict resolution where such are job‑related
Three years of progressively responsible professional student services work experience; A master’s degree in Counseling, Clinical Psychology, Social Work, or a directly related field may be substituted for one year of experience; A doctorate degree and the appropriate internship or clinical training in counseling or guidance may be substituted for the three years of experience for positions with a major responsibility for professional career or personal counseling
Preferred Qualifications
Two years of higher education experience working with students.
Experience with student data systems
Experience with planning complex events
Experience with software to manage data sets such as Excel
Compensation
Classification: Student Services Professional III
Anticipated Hiring Range: $5,838/month - $6,259/month
CSU Salary Range: $5,540/month - $7,893/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.
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.
#LI-RC1
Advertised:
January 29, 2026 (9:00 AM) Pacific Standard Time
Applications close:
Open until filled
#J-18808-Ljbffr