Gradstop Communications Specialist (Student Services Professiona

California State University System San Francisco , CA 94118

Posted 2 weeks ago

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San Francisco

Job ID: 10114

Job Title:

GradStop Communications Specialist (Student Services Professiona

Appointment Type:


Time Base:


Date Posted:

March 20, 2019

Closing Date:

Open until filled

Link to Apply Online:

Campus Employment Homepage:


Working Title

GradStop Communications Specialist

SF State University

San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.

Applicants may visit for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing

San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.

The person holding this position may be considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

This position may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.


Division of Graduate Studies

Appointment Type*

This is a one year probationary position.

Time Base*

Full-Time (1.0)

Work Schedule*

Monday to Friday; 8:00 a.m. to 5:00 p.m.

Anticipated Hiring Range*

$3,410.00 to $3,600.00 per month ($40,920.00 to $43,200.00 Annually)

Salary is commensurate with experience.

Position Summary*

The position supports the GradStop Coordinator in providing comprehensive student services to the graduate student population in the Division of Graduate Studies GradStop center. In addition, this position provides support to the admissions and continuing student teams in initial processing of graduate applications for admission, the accurate processing and maintenance of continuing student records, and electronic and hard copy files; provides advice and problem-solving for applicants and continuing students on the phone, in person and by e-mail; and, during peak times, will assist in assessment of academic records for determination of eligibility for admissions, residency, and graduation. Priorities designated as percentages in this position description are subject to change according to the academic calendar and department needs.

Position Information

Provide Comprehensive Student Services to graduate students throughout the student life cycle:

  • Support the GradStop Coordinator in providing comprehensive student services to the graduate student population.

  • In collaboration with the GradStop Coordinator, oversee the scheduling and training of student assistants.

  • Advise graduate students by phone, in-person and e-mail on all maters related to the application process, admission and continuing student procedures, application for award of degree status, and Graduate Studies policies.

  • Act as a resource and referral for other units on campus such as financial aid, the Bursar or Registrar's Office.

  • Assist applicants and administrative support staff of graduate programs in solving problems related to specific applications or programs.

  • Conduct thesis format reviews and advise students on corrections; give final format approval.

  • Conduct phone banking and email outreach to support application, enrollment and retention initiatives throughout the year.

  • Collect student forms and route to appropriate student services professional in the division for timely processing.

  • Assist in troubleshooting and the release of registration holds, To-Do List requirements, or related requirements. Verify receipt of final/official transcripts required to lift registration holds.

Support the processing of admission applications, transcripts, and continuing student documents:

  • Review applications, including receipt of transcripts and any other required documents; reach out to applicants when needed to request the timely completion of applications.

  • Upload Admission Decision Forms into the appropriate database facilitating communication between Graduate Studies and Academic departments.

  • Prepare and transmit admission and denial letters to students.

  • Conduct initial review/or determination of CA residency status for tuition purposes through the admission process.

  • Coordinate with Admissions Evaluators during peak periods on application evaluations for admission, and official transcript audit post-census each semester.

  • Verify award of certificate or master's degree application fees and forms; forward fees to Bursar's office for processing when necessary.

  • Route admissions and continuing student documents to academic departments or other divisions on campus.

  • Other tasks as needed.

Assist with outreach and division events:

  • Facilitate workshops to support students in successfully completing and submitting their applications through Cal State Apply.

  • Collaborate with the Outreach Coordinator on logistical tasks of hosting workshops for a variety of stakeholders on campus (room scheduling, preparing materials, workshop promotion, etc.).

  • Assist the Outreach Coordinator with brief classroom presentations or department orientation sessions to introduce GradStop and/or Graduate Advising services on an ad hoc basis.

  • Collaborate with the division team on the annual fall graduate student recruitment plan.

  • Support the Associate Directors in all events hosted by the Division of Graduate Studies

Special projects as required. These may include, but are not limited to:

  • Writing first draft E-communications.

  • Data Entry

  • Proofreading and basic copy editing of website, email templates, other division produced documents or forms.

  • Creating and maintaining hard copy files including purging of incomplete and inactive files.

  • Provide back up to Dean's Office reception desk and Communications staff in answering phone or handling walk-in inquiries.

  • Other Duties as assigned.

Minimum Qualifications*


Working knowledge of the methods and problems of organization and program management; research and interviewing techniques; principles of individual and group behavior; the ability to rapidly acquire such knowledge of the organization, procedures and activities of the specific campus to which the position is assigned; and the basic principles, practices and major trends in the Student Services field to which assigned.

Ability to rapidly acquire a working knowledge of the specific objectives of the campus Student Services program and its relationship to the total campus operation; interpret and apply program rules and regulations; gather and analyze data; reason logically, draw valid conclusions and make appropriate recommendations; present clear and concise information orally and in written reports; and establish and maintain cooperative working relationships with faculty, CSU administrators, student organizations and other private and public agencies.


Possession of these knowledge and abilities is typically demonstrated through the equivalent of one year of experience in professional Student Services work at the entry trainee level. Equivalent amounts of graduate level job related education may be substituted for the required experience.


Equivalent to graduation from a four-year college or university in one of the behavioral sciences, public or business administration, or a job-related field. Additional specialized experience during which the applicant has acquired and successfully applied the knowledge and abilities shown above may be substituted for the required education on a year for year basis.

Preferred Qualifications

Preference is given for: a Master's degree, experience in graduate admissions or a student services environment; experience with PeopleSoft student database management system; and, knowledge of Title 5 of the California Code of Regulations.

License/Certification Required

Must possess a valid California Driver's License.


Extended keyboard use and extended sitting. Ability to respond quickly and professional to students via phone, email, and walk-in. Ability to safely lift 20 lbs.

Pre-Employment Requirements

This position requires the successful completion of a background check.


Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.

We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employees.

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Gradstop Communications Specialist (Student Services Professiona

California State University System