Continuing Graduate Student Specialist (Student Services Professional II) - Division of Graduat...

San Francisco State University
San Francisco

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Employment Type
Full Time
Institution Type
Four-Year Institution

Job no: 513238
Work type: Staff
Location: San Francisco
Categories: Unit 4 - APC - Academic Professionals of California, Administrative, Probationary, Full Time

Working Title

Continuing Graduate Student 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 [email protected]

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 through Friday; from 8:00am to 5:00pm

Anticipated Hiring Range

$4,304 to $4,350 per month ($51,684 to $52,200 annually)

Salary is commensurate with experience.

Position Summary

The incumbent, reporting directly to the Director of Graduate Admissions and Students Services, skillfully and professionally articulates graduate academic policies and procedures to a diverse student body and campus community, and independently reviews student problems and offers evidence and policy based solutions. The incumbent evaluates continuing graduate student documents related to Title 5, CSU, and University requirements for the award of master’s and doctoral degrees and post-baccalaureate certificates; and maintains and audits credential student data for accuracy. The position assists students and advisors in petition procedures related to Graduate Studies academic requirements; advises and counsels students on progress toward degree issues. The incumbent works with Graduate Studies team, academic departments, the registrar, and other campus offices to resolve individual and group problems. The incumbent works with the Sr. Operations Officer to manage the approval process of Proposals for Culminating Experience, including student and department communication and entries into Campus Solutions. The incumbent assists the Dean and Associate Director of Events and Continuing Students Services in planning and offering workshops to address common problems; assists with and participate in Graduate Studies student events. The position also provides back up to Dean’s Administrative Coordinator during her absences; these duties include greeting visitors, answering phones, scheduling, and covering staff breaks. The incumbent reviews and helps to update the Continuing Students areas on the Graduate Studies website and the Bulletin.

Position Information

Evaluation of student progress toward degree or certificate:

  • Evaluation of Advancement to Candidacy submissions.
  • Evaluation of applications for award of degree.
  • Evaluation of Advancement to Candidacy Substitution requests and Transfer Unit Evaluations
  • Evaluate and process student record requests (student standing, concentration, diploma name)
  • Serve as second reviewer to returning student applications for graduate admission
  • Maintain and ensure accuracy of Credential Student data (adding, removing credentials, internships) and collaborate with the Credentials Office staff for updates
  • Notify students and academic departments of approval and denial actions; communicate with stakeholders to resolve outstanding university requirements
  • Develop improved processes for efficient evaluation of continuing student paperwork.
  • Evaluation of Certificate Approved Programs and back-up the production of certificates
  • Prepare lists each semester for Diploma production and field requests for Diploma reissues and retroactive award of degrees
  • Assist in the maintenance of the degree progress reports in the Campus Solutions system
  • Post the award of graduate degrees and certificates in the Campus Solutions system

Problem solving and advising:

  • Represent Graduate Studies office in meetings with colleges and academic departments regarding continuing student issues.
  • Work with Counseling Interns and Graduate Studies staff to plan, arrange, and present workshops to students, staff and faculty campus wide to address common problems and concerns.
  • Work with academic departments on changes and improvements to online Advancement to Candidacy forms (ATC) and other continuing student forms.
  • Handle complex/sensitive cases as referred by staff or requested by dean.
  • Research, analyze and recommend solutions to complex continuing student problems. Implement changes to departmental policies and procedures.
  • Every semester audit Continuing Student records of “non-completers” (graduate student who left SF State without completing the degree), and make recommendations to the student and department on steps to degree completion.
  • Advise students by phone, e-mail and in person regarding steps for completion of graduate degree.
  • Evaluate theses, dissertations, and other select culminating experiences for adherence to university required formatting.
  • Accurately input Proposal for Culminating Experience (PCE) data into Campus Solutions by set semester deadlines and follow up with students and departments to resolve issues that prevent PCE approval.

Processing of petitions and culminating experience:

  • Research background and provide the Dean with relevant documents and analysis for decision on approval or denial. Communicate with students and departments as necessary for completion of support documentation.
  • Review and input Advancement to Candidacy and other student Milestones in the Student Information System (Campus Solutions)
  • Enter student data in Campus Solutions for Proposals for Culminating Experience as requested
  • Process culminating experience proposals
  • Process Petitions for Exceptions to the 7 Year Time Limit to degree
  • Review and process joint degree

Support Graduate Studies student events and back up the Dean’s Administrative Coordinator:

  • Assist with student events as assigned by the Dean, Directors and Senior Operations Officer.
  • Provide back up to Dean’s Administrative Coordinator during her absences. Back up duties include greeting visitors, answering phones, scheduling, and covering lunches.

Other Duties as Assigned

Minimum Qualifications

Knowledge and Abilities:

Working knowledge of the practices, procedures and activities of the program to which assigned; general knowledge of the methods and problems of organizational and program management. General knowledge of research and interview techniques; and of the principles of individual and group behavior. Ability to interpret and apply program rules and regulations; use initiative and resourcefulness in planning work assignments and in implementing long-range program improvements; obtain factual and interpretative information through interviews; reason logically; collect, compile, analyze and evaluate data and make verbal or written presentations based on these data; advise students individually and in groups on routine matters where required; recognize multicultural, multi-sexed and multi aged value systems and work accordingly; establish and maintain cooperative working relationships with faculty, CSU administrators, student organizations, private and public agencies and others in committee work, and student advising and community contacts; and, rapidly acquire a general knowledge of the overall operation, functions and programs of the campus to which assigned. Demonstrated ability to make decisions and carry through actions having implications with regard to other program or service areas Services Office. Possession of these knowledge and abilities typically is demonstrated through the Experience requirements below.


Possession of these knowledge and abilities is typically demonstrated through the equivalent of two years of professional experience in one of the student services program areas or in a related field; experience should give evidence of competence and indicate the potential for further growth. A master’s degree in a job related field may be substituted for one year of the professional 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

  • Familiarity with higher education student information systems and student records, PeopleSoft (Campus Solutions is desired). Proficiency with Microsoft Office applications (Word, Excel, PowerPoint). Must have strong sense of integrity and honor confidentiality in managing student information. Excellent professional written and oral communication skills. Must have a strong student service orientation and possess relevant interpersonal skills to serve our diverse graduate student population. Ability to handle difficult student situations in a professional, calm manner. Ability to quickly learn and apply changing SFSU and Graduate Studies policies and procedures, especially those for Continuing Students. Must be able to accurately process a high volume of student data and meet specific deadlines. Prior experience with reception, greeting and scheduling in a high volume office setting. Ability to work in a team environment and collaborate to achieve section goals and semester deadlines.
  • A Master’s degree is preferred with at least one year of administrative experience in an academic setting. Higher Education or public sector work experience preferred.


May occasionally work evenings and weekends as needed. Ability to set and perform extended keyboard and telephone use up to 8 hours per day; ability to safely lift 25 lbs.

Pre-Employment Requirements

This position requires the successful completion of a background check.

Eligibility to Work

Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.


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 employee.

Employment Requirement

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at and questions may be sent to [email protected].

Additional Information


Thank you for your interest in employment with California State University (CSU). CSU is a state entity whose business operations reside within the State of California. Because of this, CSU prohibits hiring employees to perform CSU-related work outside of California with very limited exception. While this position may be eligible for occasional telework, all work is expected to be performed in the state of California, and this position is assigned to on-campus operations.

The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.

Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time.

Advertised: April 19, 2022 (9:00 AM) Pacific Daylight Time
Applications close: Open until filled

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