"Strategy and Campaign Project and Operations Specialist"

Job Summary

The Strategy and Campaign Project and Operations Specialist plays a critical role in supporting the Associate Vice President for University Advancement Strategy and Campaigns (AVP-SC) and the units of Prospect Management and Stewardship within the Strategy and Campaigns department. The position organizes and performs a broad range of complex administrative duties in direct support of the Associate Vice President, and two director level managers. Duties will include but are not limited to taking the lead of high-priority initiatives, with a particular focus on campaign planning and execution, organizational goal setting, cross-divisional initiatives, and internal systems and processes. The Specialist will perform complex administrative, project management, and support functions, ensuring operational efficiency and alignment with university and division-wide strategic goals. The incumbent will manage projects from conception to completion and must be able work under pressure, handling a wide variety of activities with discretion and limited direction.

Key Responsibilities

• Provide high-level project planning, project coordination and logistical support for the University's comprehensive fundraising campaign
• Monitor campaign timelines, track key deliverables across departments and coordinate with internal and external stakeholders to ensure critical milestones are met
• Coordinate the execution of division-wide strategic projects and special initiatives led by the Vice President for University Advancement (VPUA) and/or the AVP-SC
• Independently research, develop and analyze administrative policies and procedures for cross-divisional operations and internal systems and processes, recommending and evaluating proposed solutions
• Organize and prepare materials for meetings, including recording and distributing accurate meeting notes for information flow to relevant stakeholders
• Draft, proof and edit campaign and project-related communications, reports and presentation materials at the direction of the AVP-SC
• Assist with planning and logistics for major divisional events, meetings, retreats and professional learning opportunities
• Serve as a flexible resource to University Advancement departments for time-fixed or short-term project needs, such as data clean-up, event logistics, or policy documentation
• Oversee general administrative and operational functions for the Strategy and Campaigns units and department
• Oversee budget development and management, expenses, budget allocations and reconciliations for the department, working with the Director of Administrative & Financial Services and the Tower foundation
• Process expenses, purchases and travel ensuring compliance with university and foundation policies
• Draft and send routine correspondence on behalf of the AVP-SC (e.g., meeting notices, internal communications) and respond to emails, phone calls and messages to ensure timely, professional and appropriate responses to internal and external inquiries
• Provide comprehensive calendar management for the AVP-SC, including scheduling complex meetings with high-level internal and external stakeholders (e.g., VPUA, deans, senior administrators)
• Organize and prepare travel logistics, including completing travel requests and expense reports
• Independently resolves problems and answers queries

Knowledge, Skills & Abilities

• Ability to communicate with constituents in a professional and respectful manner
• Exceptional organizational, planning and time management skills, with the ability to handle multiple, competing work priorities in a fast-paced environment
• Strong oral and written communication skills, including the ability to compose, edit and appropriately format professional correspondence and reports
• Advanced ability to coordinate projects, track details accurately, and meet established deadlines
• Ability to troubleshoot and proactively resolve common office administration problems and research, develop, analyze and implement procedures
• Knowledge of budget management, expense tracking and financial reconciliation processes
• Proficiency with Google Workspace applications, Microsoft Office Suite (Word, Excel, PowerPoint) and other software applications, including design, calendar and database management systems
• Excellent customer service skills and the ability to communicate professionally and respectfully with a diverse group of constituents, including executive leadership, faculty, staff and major donors
• Ability to manage and maintain highly confidential records and sensitive information with utmost discretion and professionalism
• Knowledge and ability to analyze, interpret, compile, apply, integrate, and present complex data and information
• Knowledge and ability to independently manage and implement complex projects

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

• Three or more years of experience in project management or high-level administrative support in a complex organizational setting
• Experience working in a university advancement/fundraising environment, particularly with campaign management and fundraising operations
• Experience supporting senior-level staff and managing highly confidential information
• Experience handling administrative issues involving the study, analysis and/or evaluation leading to the development or improvement of administrative policies, procedures, practices or programs

Compensation

Classification: Administrative Analyst/Specialist – Exempt II
Anticipated Hiring Range: $6,927/month - $7,207/month (Step 10 - Step 12)
CSU Salary Range: $5,797/month - $8,445/month (Step 1 – Step 20)

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: December 8, 2025 through January 4, 2026. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.