Training, Communication and Events Specialist

Job Summary

Reporting to the Manager, Organizational Development and Enrichment Programs (ODEP), and receiving work lead direction from the Coordinator, Learning and Development, the Training, Communication and Events Specialist provides essential support to the ODEP team through the execution of internal and external communications, event coordination, and training logistics. This role ensures seamless operations by managing marketing efforts for training and events, supporting the coordination of various events, and providing administrative support to the New Employee Orientation and Spartans Stepping Beyond programs.

Key Responsibilities

• Distribute unit newsletters to the campus community in a timely fashion using campus mail management tools, including drafting content where applicable.
• Develop content for department newsletters and webpages as applicable.
• Create marketing and promotional material, including the development of graphics and other images to be used in newsletters and other communications.
• Develop and distribute communications related to training courses and events using appropriate methods including campus mail management, blog tools and social media.
• Design training materials including but limited to slide decks and handouts.
• Participate in the department marketing and events team.
• Develop and curate content for the department's social media platforms, aligning with overall communication strategies.
• Coordinate and schedule locations for in-person and virtual training sessions.
• Create courses, schedule classes, and update rosters in CSULearn, as needed.
• Assist in the planning of events sponsored by University Personnel, including, but not limited to, annual Benefits and Employee Services Fair, annual Spartan Service Celebration, and quarterly department staff meetings.
• Manage projects related to event planning and support, ensuring adherence to deadlines.
• Manage virtual events using campus online event planning tools.
• Assist in the planning and delivery of new employee orientation.
• Manage the Spartans Stepping Beyond campus-wide recognition program, including drawings and communication.

Knowledge, Skills & Abilities

• Strong knowledge of learning management systems
• Strong knowledge of graphic design techniques
• Knowledge of general office procedures
• Knowledge of MS Word, Excel, PowerPoint and Publisher, Google Applications, Adobe Acrobat
• Knowledge of PeopleSoft HR
• Knowledge of OU Campus or other web development tools
• Knowledge of online training systems
• Knowledge of basic event planning techniques
• Excellent customer service skills
• Excellent oral, written and interpersonal communication skills
• Strong organizational skills and detailed-oriented
• Ability to work both independently and as part of a team to accomplish results
• Ability to create marketing and promotional materials, including accompanying graphics
• Ability to achieve successful outcomes in handling difficult situations and customers
• Ability to respond to routine inquiries and explain standard policies and procedures to a wide range of individuals
• Ability to effectively present information in one-on-one and small group situations
• Ability to listen, comprehend and interpret what others are saying
• Ability to learn new software and determine how it can be used most effectively, such as VisitDays, Canva, and Marketo

Required Qualifications

• A bachelor's degree and/or equivalent training
• Administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs

License

A valid driver's license is required for this position. Out of state candidates selected for the position must obtain a State of California driver's license within 10 days of hire in accordance with the California Department of Motor Vehicles regulations.

Once hired the employee must successfully complete the Defensive Driver Training Program provided by the State of California for California State University campuses.

Preferred Qualifications

• Bachelor's Degree
• Experience supporting a training team; Experience supporting events; Experience creating newsletters, graphics and other communication vehicles; Experience managing or supporting multiple events at a time; Experience with SumTotal Learn; Experience with Canva; Experience with Marketo

Compensation

Classification: Administrative Analyst/Specialist - Non-Exempt
Anticipated Hiring Range: $5,000/month - $5,167/month
CSU Salary Range: $3,879/month - $7,488/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: September 23, 2024 through October 6, 2024. 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 (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).