Job Summary
Reporting to the Director of Graduate Admissions and Program Evaluations (GAPE) in the College of Graduate Studies, this position is responsible for coordinating and executing the evaluation and advisement of new and continuing graduate students as they complete Title 5, CSU, and university admissions and degree requirements. This includes domestic and international students, as well as those enrolled in special partnership programs, SAGE, and SJSU Online. The position conducts graduate admissions evaluations and graduation assessments, ensures timely processing of student visa documentation, and supports the consistent implementation of policies established by the Director of GAPE. It also collaborates closely with university staff involved in admissions and records processing to ensure that interrelated processes are completed efficiently and on schedule. The Evaluation Specialist is responsible for interpreting and applying complex policies, including handling exceptions, and performs Designated School Official (DSO) duties. Additional responsibilities include developing and delivering targeted communications to campus stakeholders, serving as a resource to the evaluation team, providing presentations on policies and procedures, coordinating projects, and offering specialized administrative support to the GAPE office and assigned graduate coordinators. In all interactions, this role aims to streamline operations, deliver excellent customer service, prioritize clear and student-centered communication, maintain a high level of coordination, and foster professional, collegial relationships with all who engage with the GAPE Office.
Key Responsibilities
- Assess and evaluate academic records of graduate international and domestic applicants for admission to the university, including degree completion for all graduate student types.
- Evaluate and certify complex credentials and transcripts for international and domestic applicants, SAGE, and SJSU Online; process credentials based on established graduation and admissions guidelines and policies; ensure authenticity of documents; evaluate credentials for graduate programs.
- Prepare list/check sheet of completed and to be completed classes required for degree; review and process program of study for students applying for graduation; use appropriate catalog and academic curriculum requirements depending on major, minor and appropriate degree.
- Research various international and domestic academic systems to determine transferability and equivalencies of applicants' credits; convert credits to university system; maintain resource/reference file of catalogs, and the like from various universities and institutions.
- Review and verify that appropriate documents have been submitted by the applicant to determine the applicant's admission eligibility under the various Chancellor's Office and campus regulations and procedures
- Evaluate and assess eligibility for advancement to candidacy and graduation.
- Prepare and transmit individualized evaluation of transfer credit; advise on fulfillment of remaining requirements for graduation; perform graduation evaluation.
- Interpret and explain policies to applicants, staff members, and faculty advisors.
- Provide high level clarification on policies and procedures to other SJSU offices and representatives from other colleges and institutions.
- Provide special support for combined program graduation initiatives, by completing evaluations/processes by established deadlines. These include but are not limited to processing candidacy, graduation reviews, regular student transfer credit, and other current student forms.
- Collaborate with students and advising units regarding problems qualifying for graduation; consult faculty for clarification of requirements; process curriculum changes and petition.
- Maintain computerized student files, applications and credentials; verify, add, delete and correct permanent student records.
- Inform students of admissions/graduation acceptance/denial; generate necessary correspondence.
- Determine eligibility and process documents, I-20 visas and admissions letters for admitted students.
- Serve as designated school official (DSO) for SEVIS reporting and compliance processes for graduate students.
- Perform maintenance of SEVIS information within various SJSU record systems.
- Work with International Gateways to coordinate student eligibility into graduate programs.
- Work in collaboration with other campus units including International Student Advising (ISA) and the SEVIS Coordinator to ensure that applicants are processed accurately and in a timely manner.
Knowledge, Skills & Abilities
- Knowledge of methods, procedures, practices, and activities related to international admissions
- Ability to interpret and apply program rules, regulations, and policies
- Ability to rapidly acquire a general understanding of campus operations, functions, and programs
- Proficiency with, or the ability to learn, technology and software applications, including word processing, spreadsheets, database management, and communication tools
- Demonstrated ability to learn, adapt to, and apply artificial intelligence (AI) and other emerging technologies to support student services, programs, and operations
- Ability to learn and effectively use PeopleSoft
- Strong attention to detail, with the ability to work accurately in a detail-oriented environment while managing multiple priorities, organizing tasks, and executing projects effectively
- Ability to maintain awareness of the academic calendar and processing cycles that impact the workflow of the Graduate Admissions and Program Evaluations unit and Enrollment Services
- Ability to advise students individually and in group settings on complex matters, using sound judgment to determine appropriate actions and communication approaches
- Thorough knowledge of the principles of individual and group behavior; general knowledge of basic counseling techniques
- Ability to enhance productivity through effective use of tools (e.g., student information systems, imaging equipment), training initiatives, and process improvements to support efficient workflows
- Ability to review complex records and detailed information for compliance with CSU requirements for both domestic and international applicants
- Strong analytical skills, with the ability to assess complex situations and implement effective solutions
- Ability to interact effectively and professionally with a wide range of internal stakeholders, from Academic and Student Affairs to the Office of the President
Required Qualifications
- Equivalent to graduation from a four-year college or university in a related field, including or supplemented by upper division or graduate coursework in counseling techniques, interviewing, and conflict resolution where such are job-related
- Three years of progressively responsible professional student services work experience; A master's degree in counseling, Clinical Psychology, Social Work, or a directly related field may be substituted for one year of experience; A doctorate degree and the appropriate internship or clinical training in counseling or guidance may be substituted for the three years of experience for positions with a major responsibility for professional career or personal counseling
Preferred Qualifications
- Master's degree in Higher Education, Counseling, Behavioral Sciences, Organizational Change, or related field
- One year of full-time experience in a graduate admissions or records office working directly with graduate students and evaluations; One year of direct exposure to working with international students and/or international evaluations; Demonstrated excellent verbal and written communication skills
Compensation
Classification: Student Services Professional III
Anticipated Hiring Range: $5,540/month - $5,780/month
CSU Salary Range: $5,540/month - $7,893/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: April 28, 2026 through May 11, 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
[email protected]
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 [email protected].
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.
Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant's current and/or former employers to the CSU concerning any substantiated allegations of misconduct.
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 [email protected].
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 [email protected].
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.
