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Volunteer, POI and Compliance Assistant

Employer
San Jose State University
Location
California, United States
Salary
Salary Not Specified
Date posted
Jun 27, 2022

Job Details



Job Summary

Reporting to the Senior Director and receiving work lead direction from the Coordinator, the Assistant is responsible for the daily processing of volunteer and other Person of Interest (POI) appointments, including determining whether background checks are required and monitoring the outcomes, determining if the appointment is appropriate and valid, and assisting department users with the completion of forms and data entry. In addition, the Assistant supports the Coordinator with compliance duties such as monitoring and responding to emails and updating information related to online compliance training.

Key Responsibilities
  • Review and analyze requests to appoint volunteers and other Persons of Interest (POIs); makes decision on whether or not they are valid appointments based on CBA, CSU and SJSU guidelines and policies.
  • Analyze forms and determine if background checks are required; process background checks and monitor completion.
  • Communicate with campus users regarding processes, requirements, and other pertinent information for appointments, in collaboration with Coordinator and Senior Director.
  • Work with Coordinator, as needed, to troubleshoot validity of appointments or more complex appointment scenarios.
  • Consult with Immigration Specialist or International Student and Scholar Services to determine working eligibility of international students or visiting scholars.
  • Key person and POI data into PeopleSoft HR, as needed.
  • Upload POI forms to OnBase or file electronically, as appropriate.
  • Monitor the CSULearn and Compliance mailboxes and respond to emails related to compliance training, completion of forms, etc.
  • Assign compliance training in CSULearn, as needed.
  • Assist employees with course registration and completion, as needed.
  • Alert IT of system downtime notices to post on one.SJSU, as needed.
Knowledge, Skills & Abilities
  • Working knowledge of CSU volunteer and other person of interest (POI) policies and procedures
  • Working knowledge of CSU background check policy
  • Working knowledge of software applications: word processing, spreadsheet, and database management
  • Knowledge of the CSU’s Collective Bargaining Agreements
  • Knowledge of the CSU’s classification standards
  • Knowledge of the SumTotal Learn online learning system
  • Knowledge of PeopleSoft HR
  • Knowledge of immigration documentation such as an F-1 visa, J-1 visa or EAD card with OPT status to determine working eligibility
  • Knowledge of general human resources processes and procedures
  • Excellent customer services and public relations skills
  • Excellent oral, written and interpersonal communication skills
  • Strong analytical skills
  • Strong ability to handle multiple work priorities, organize and plan work and projects
  • Ability to analyze and interpret technical procedures or regulations
  • Ability to analyze and define problems, establish facts, collect data, and draw valid conclusions to effectively present information when responding to questions from internal and external customers
Required Qualifications
  • Completion of a high school program, technical/vocational program, or their equivalents
  • Three years of related office work experience
Preferred Qualifications
  • Experience working in PeopleSoft HR; experience working with a learning management system (e.g. SumTotal); customer service experience; experience working in an HR department; experience working in a college or university environment


Compensation

Classification: Administrative Support Coordinator II
Anticipated Hiring Range: $4,100/month - $4,500/month
CSU Salary Range: $3,440/month - $5,639/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: June 27, 2022 through July 17, 2022 . 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 requires faculty, staff, and students who are accessing campus facilities to be fully vaccinated against the COVID-19 virus (including all booster doses of an approved vaccine for which an individual is eligible per current CDC recommendations) or declare a medical or religious exemption from doing so. As a condition of employment, any candidates advanced in a currently open search process should be prepared to comply with this requirement as well as with other safety measures established on the 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.

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 .

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: June 27, 2022 (9:00 AM) Pacific Daylight Time
Applications close:

Company

San Jose State University

As one of the most transformative universities in the nation, San José State is ready for big change. As part of Transformation 2030, SJSU's strategic plan, the campus community is dedicated to realizing the university's potential as a nationally prominent urban public university. San José State provides a comprehensive university education, granting bachelor’s, master’s and doctoral degrees in 250 areas of study. With approximately 36,000 students and nearly 4,300 employees, SJSU is an essential partner in the economic, cultural and social development of Silicon Valley and California. 

In collaboration with nearby industries and communities, SJSU faculty and staff are dedicated to achieving the university's mission as a responsive institution of the state of California: To enrich the lives of its students, to transmit knowledge to its students along with the necessary skills for applying it in the service of our society, and to expand the base of knowledge through research and scholarship.

Founded in 1857, San José State's history began before the Civil War, as the first State Normal School, which trained teachers who educated the people of a young California. Now, SJSU is a dynamic comprehensive university that anchors the 10th largest city in the United States, and Spartans are found around the globe. 

Faculty members combine research, scholarship and creative activity with industry or practical experience—incubating a problem-solving and entrepreneurial mindset. 

Joining the SJSU community means becoming part of an organization that has worldwide impact. Along with its rich history, SJSU is a dynamic and diverse community in the heart of downtown San José. Embark on your future at SJSU!

As employees of the California State University (CSU), you have a comprehensive program of health benefits including medical, dental, vision, flexible benefits programs and more available to you and, in many instances, your family. Additionally, you may be eligible to extend your health, dental and vision benefits to dependents up to age 26.

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