Public Records Coordinator and Special Assistant

Job Summary

The Public Records Coordinator and Special Assistant supports two distinct functions: 1) as Public Records Coordinator, and 2) providing budget and administrative support to the Office of the President. This position functions as a member of the Office of the President team performing administrative services, financial processes and procedures, supporting initiatives, committees, and special projects. As a Public Records Coordinator and Special Assistant, this position coordinates the campus response to requests under the California Public Records Act and handles a wide array of institutional information, some of which is confidential and/or subject to federal privacy laws, state laws, Chancellor’s Office Executive Orders, and university policies.

Key Responsibilities

• Log and track public records requests and subpoenas, ensuring required timelines for responses are met.
• Draft and send responses to public records requests and ensure compliance with the California Public Records Act, including drafting initial responses that set out all applicable exemptions.
• Independently communicate with public records requestors to help them identify relevant documents and ensure effective interpretation of requests, as necessary.
• Analyze all subpoenas served to San Jose State University (excluding those where SJSU is a party to the proceeding) to ensure that they meet the legal standards for such requests, based upon the knowledge and experience obtained from the review of relevant laws and advice obtained from the Office of General Counsel.
• Work with units across campus to gather records; provide guidance and support to units (record custodians) to identify/locate responsive records.
• Independently review documents and determine applicable exemptions and required redactions consistent with the applicable legal requirements and CSU policy.
• Research eligible exemptions and stay abreast of changes to the CPRA and related legislation.
• Organize records with particular attention to detail; maintain excellent documentation of request status such that backup coverage can be provided during absences - both planned and unplanned.
• Maintain PRA and subpoena record system and SJSU PRA and subpoena website, keeping both up to date.
• Consult with the Office of General Counsel on potentially sensitive or complex requests, as necessary.
• Coordinate with the Chancellor’s Office on systemwide PRA requests, as necessary.
• Educate and advise staff on CPRA obligations and procedures.
• Coordinate the legal hold process for the campus. Notify campus IT of accounts to be placed in vault, draft correspondence, utilize PeopleSoft and notify stakeholders.

Knowledge, Skills & Abilities

• Excellent oral and written communication skills
• Ability to think critically and analytically, interpret and apply policy, and determine appropriate course of action
• Ability to adhere to deadlines
• Ability to maintain and effectively communicate with high-level and diverse contacts within the university system and with outside entities and agencies
• Ability to maintain strict confidentiality and appropriately handle sensitive communications with employees and external agencies
• Ability to handle multiple work priorities in a timely manner, initiating, organizing, planning and implementing work and projects
• Ability to communicate with constituents in a professional and respectful manner
• Ability to perform accurately in a detail-oriented environment
• Knowledge of standard business applications (such as Google Suite or Microsoft Office)
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations
• Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist

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

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

Compensation

Classification: Confidential Administrative Support II
Anticipated Hiring Range: $5,834/month - $7,500/month
CSU Salary Range: $/4,687month - $11,223/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: July 8, 2025 through July 22, 2025. 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 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. 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 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 .

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 José 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 José 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 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.

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Advertised: Jul 07 2025 Pacific Daylight Time
Applications close:

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• Cal State University (CSU) San Jose

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