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Graduate Studies Specialist

Apply now Job no: 506432
Department: Academic Affairs
Work type: Staff
Location: Stanislaus - Turlock
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Temporary, Full Time

    • Position Summary
    • (Classified as: Administrative Analyst/Specialist Exempt I)

      Full-time temporary position available on or after January 4, 2022 and ending on or before December 31, 2022 in Graduate Studies and Research.  Possibility of reappointment and/or becoming permanent based on budget, department needs, and job performance.

      Under the general supervision of the Dean of Graduate Studies and Research, this position provides administrative and program/project support in all aspects of graduate studies-related business and initiatives. The incumbent will communicate and solve problems with all members of the campus community and external collaborators/partners concerning the graduate office’s operation and will act as a liaison between the Graduate Studies and other constituents.

    • Job Duties
    • Duties include but are not limited to:
      • Responsible for graduate program related data collection and maintaining archive for regular reporting and assessment.
      • Maintain current knowledge of graduate programs and related policy and procedures and accurately relay that information to faculty, staff, and students.
      • Responsible for the upkeep of graduate studies website and maintaining a social media presence for graduate studies; including updates on news, events, and initiatives.
      • Manage scholarship and award programs by working with scholarship offices, colleges, departments, and the Chancellor’s office (including CO’s competitive programs) to promote and facilitate the applications of those programs.
      • Participate in partnership building with campus constituents (both academic and student support services) to promote graduate programs and enhance our graduate students’ experiences and success.
      • Be a resource to graduate students, faculty mentors, and graduate directors in navigating the graduate studies process (from application to graduation) through support and problem solving.
      • Collaborate with CEGE Director on programs that support graduate students and faculty mentors’ professional development projects.
      • Provide workshops/training on policies and procedures, and offer services and support to all constituents.
      • Assist in graduate outreach and recruitment efforts by working closely with Extended Offices, Deans, Directors, and faculty mentors (gathering data and input in outreach/advertisement platforms).
      • Engage with communities to create a network of industry, government agencies, and organizations for internship/experiential learning opportunities that prepare our students for their first professional job.
      • Participate in graduate fairs/events representing our campus and graduate programs.
      • Assist departments in updating/preparing recruitment material.
      • Support the GSR Dean’s work with the Development Office to engage colleges, departments, alums, and the community to raise funds to support scholarships for graduate students and support for faculty mentor research.
      • Other duties as assigned.
    • Minimum Qualifications
    • Education: Equivalent to a bachelor’s degree OR a combination of education and experience which provides the required knowledge and abilities.

      Experience: Minimum of three 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

      • Master’s degree involving a thesis/project.
      • Technology savvy with social media experience, such as website updates, Twitter, Instagram, Facebook, etc. for outreach activities.
      • Some experience in managing scholarships
      • Interest or experience in fundraising and/or working with communities for internship placement.
      • Strong oral and written communication.
      • Be able to work independently, collaboratively and proactively.
      • Well-organized, flexible, detail-oriented, and enjoy challenges of supporting an office with diverse stakeholders and needs.
      • Ability to interact in a timely manner, professionally, and diplomatically, with a broad range of individuals, including students, faculty, staff, directors, chairs, deans, other executive staff, senior officials as well as donors, alumni, and other external stakeholders, staff from other CSU and the Chancellor’ office.
      • A high degree of discretion and a commitment to providing excellent service and building positive working relationships internally and externally to the Office of Graduate Studies and Research.
      • High proficiency with technology, including skills with Microsoft Office Suite (specifically Word, Excel, online calendaring/scheduling/hosting events).
    • Knowledge, Skills, Abilities

      • General knowledge and skills in the applicable administrative and/or program field and a foundational knowledge of public administration principles, practices, and methods.
      • Knowledge of and ability to apply fundamental concepts.
      • Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
      • Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.
      • Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations.
      • Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty.
      • Working knowledge of operational and fiscal analysis and techniques. Working knowledge of budget policies and procedures.
      • Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
      • Skill in the research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.
      • Expertise in investigating and analyzing problems with a broad administrative impact and implications. Ability to make independent decisions and exercise sound judgment.
      • Ability to anticipate problems and address them proactively.
      • Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form.
      • Ability to compile, write, and present reports related to program or administrative specialty.
      • Ability to train others on new skills and procedures and provide lead work direction.
    • Special Conditions
    • CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so.  Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at:
    • Physical Requirements
    • The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
      • Driving to meet partners/collaborators in community, in Stockton, when needed.
    • Salary Range
    • Anticipated salary will be $3,897 – $4,482 per month plus excellent paid benefits. Salary will depend on the qualifications of the successful finalist. (Administrative Analyst/Specialist Exempt I range: $3,897 - $7,051 per month)
    • Compensation & Benefits
    • Commensurate with qualifications and experience.  As a member of the 23-campus CSU System, we offer an extremely competitive benefits package that includes, but is not limited to, outstanding vacation, health, dental, and vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 14 paid holidays a year. Link to (Bargaining Unit: 9) Benefits Summary: CSU Employee Benefit Summary

    • How to Apply
    • To be considered, qualified candidates must submit a completed Stanislaus State online employment application, cover letter, and resumé. Applications are accepted electronically only.  Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration.  To apply online, please click the “Apply Now” button on this page.


      Applications will be processed in accordance with Article 9.3 of the CSU/CSUEU Memorandum of Understanding.  Preference will be given to qualified individuals currently employed at CSU Stanislaus in bargaining units 2, 5, 7, and 9 except when it is determined that it is necessary to appoint outside applicants to meet the best interest of the campus by obtaining specialized skills and abilities not available from current employees.

    • Application Deadline
    • OPEN UNTIL FILLED; SCREENING TO BEGIN ON OR AFTER DECEMBER 13, 2021. (Applications received after the screening date will be considered at the discretion of the university.)

    • Criminal Background Clearance Notice
    • Satisfactory completion of a background check (which includes checks of employment records, education records, criminal records, civil records; and may include motor vehicle records, professional licenses, and sex offender registries, as position requires) is required for employment.  CSU will make a conditional offer of employment, 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 conditionally offered the position.

    • Additional Information
    • Campus & Area

      California State University, Stanislaus serves the San Joaquin Valley and is a critical educational resource for a six-county region of approximately 1.5 million people. The University is fully committed to creating a culture of diversity and inclusion – one in which every person in the University community feels safe to express their views without fear of reprisal. Widely recognized for its quality academic programs, the University has 10 nationally accredited programs and 662 faculty members. 94 percent of full-time faculty holds doctorates or terminal degrees in their fields. The University offers 43 undergraduate majors, 16 master's programs, 7 post-graduate credentials, a doctorate in education and serves more than 10,000 students. New instructional facilities have been built for the unique pedagogy of professional programs, laboratory sciences and performing arts.

      Stanislaus State continues to receive national recognition with its ranking as one of the best 384 colleges in the nation by The Princeton Review. The University was one of 12 public universities in the nation to be recognized by the American Association of State Colleges and Universities for demonstrating exceptional performance in retention and graduation rates. In addition, U.S. News and World Report ranks Stanislaus State in its top 10 among public universities in the West, while Washington Monthly honored Stanislaus State as the West’s No. 1 university for the money. Stanislaus State also is recognized as a Hispanic-Serving Institution (HSI) by the U.S. Department of Education.

      Clery Act Disclosure

      Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the annual security report (ASR), is now available for viewing at The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Stanislaus State for the previous three years. A paper copy of the ASR is available upon request by contacting the office of the Clery Director located at One University Circle, Turlock, CA 95382.

      Equal Employment Opportunity

      The university is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, national origin, sex, sexual orientation, covered veteran status, or any other protected status. All qualified individuals are encouraged to apply.  The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083, revised 7/21/17, as a condition of employment.

      Applicants requiring necessary accommodations to the application process may contact the Human Resources Department at (209) 667-3351.  California Relay Service is available at (800) 735-2922 voice and (800) 735-2929 TDD.  As a federal contractor, we are committed to attracting a diverse applicant pool.  Please consider completing the Voluntary Self-Identification of Disability form (your response will not be shared with the search committee) at:  Voluntary Self-Identification of Disability PDF Form.

      CSU Stanislaus hires only individuals lawfully authorized to work in the United States.  In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

    • The individuals who appear to be the best qualified for this position will be contacted by telephone or email for an interview.



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