Public Records Coordinator and Special Assistant

Job Summary

The Public Records Coordinator and Special Assistant provides support in two key areas: serving as the campus coordinator for public records requests and providing budgetary and administrative support to the Office of the President. As a member of the Office of the President team, this position performs a variety of administrative and financial functions, and provides support for institutional initiatives, committees, and special projects.

In the role of Public Records Coordinator, the position manages and coordinates the campus response to requests submitted under the California Public Records Act, working collaboratively with campus units to identify, collect, and review responsive records. The incumbent handles a broad range of institutional information, including materials that may be confidential or subject to federal privacy laws, state regulations, California State University Chancellor's Office Executive Orders, and San Jose State University policies.

Key Responsibilities

• Draft and issue responses to public records requests and ensure compliance with the California Public Records Act (CPRA), including preparing initial responses that identify applicable exemptions.
• Communicate with public records requestors to clarify and interpret requests and assist in identifying relevant documents, as needed.
• Log and track public records requests and subpoenas, ensuring required response timelines are met.
• Review and analyze subpoenas served to San Jose State University (excluding those in which the University is a party) to ensure they meet applicable legal standards, drawing on relevant laws and guidance from the Office of General Counsel.
• Coordinate with campus units to gather responsive records and provide guidance to record custodians in identifying and locating relevant documents.
• Review documents to determine applicable exemptions and required redactions in accordance with legal requirements and California State University policy.
• Research applicable exemptions and monitor updates to the CPRA and related legislation.
• Process day-to-day financial transactions for assigned budgets (e.g., the Office of the President and Community and Government Relations), including reviewing and processing invoices, reimbursements, and change orders.
• Monitor expenditures; review financial statements and databases; and update budget spreadsheets using systems such as the data warehouse, FTS, and Tower Foundation reports.
• In collaboration with other Office of the President staff, assist with the development and preparation of projected annual budgets, mid-year variance reports, and year-end variance reports.
• Provide backup administrative support for administrative services in the Office of the President.
• Develop presentation materials for the President or Chief of Staff, as needed.
• Support programming, events, trainings, and conferences, managing logistics and coordinating details as required.
• Provide administrative support as needed, including managing calendars, coordinating complex meetings, drafting correspondence, and maintaining critical files.
• Support committees as needed, including developing agendas, preparing meeting materials, and recording meeting minutes.

Knowledge, Skills & Abilities

• Excellent oral and written communication skills, including the ability to draft clear and professional correspondence related to public records requests and administrative matters
• Strong critical thinking and analytical skills, with the ability to interpret and apply policies, laws, and regulations-particularly those related to the California Public Records Act-and determine appropriate courses of action
• Demonstrated ability to review, organize, and track records requests, subpoenas, and related documentation while ensuring compliance with required timelines
• Excellent organizational and record-management skills, with the ability to maintain accurate logs, documentation, and case files
• Ability to analyze documents to identify applicable exemptions and coordinate appropriate redactions consistent with legal requirements and institutional policy
• Ability to exercise sound judgment, diplomacy, and tact when communicating with internal and external stakeholders regarding sensitive or complex requests
• Ability to manage multiple priorities, meet deadlines, and complete work accurately in a detail-oriented environment with minimal supervision
• Ability to plan, organize, coordinate, and independently implement projects and assignments
• Ability to collaborate effectively with colleagues across organizational units

Required Qualifications

• Bachelor's Degree or professional training program specific to the position and directly related work experience, or a combination of education and experience which demonstrates the ability to perform the essential functions of the position
• Three years of administrative work experience

Preferred Qualifications

• Legal training, or degree in library/information science, or Master's Degree in Public Administration
• Experience working in higher education; Experience coordinating Freedom of Information Act or California Public Records Act requests

Compensation

Classification: Confidential Administrative Support II
Anticipated Hiring Range: $6,500/month - $7,300/month
CSU Salary Range: $4,687/month - 11,223$/month

San Jose 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: March 13, 2026 through March 25, 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 Jose 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 Jose 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 Jose 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 Jose 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 Jose 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.