Public Records Coordinator and Special Assistant

CSU Careers • San José, CA

7d

About The Position

The Public Records Coordinator and Special Assistant provides support in two key areas: serving as the campus coordinator for public records requests and providing budgetary and administrative support to the Office of the President. As a member of the Office of the President team, this position performs a variety of administrative and financial functions, and provides support for institutional initiatives, committees, and special projects. In the role of Public Records Coordinator, the position manages and coordinates the campus response to requests submitted under the California Public Records Act, working collaboratively with campus units to identify, collect, and review responsive records. The incumbent handles a broad range of institutional information, including materials that may be confidential or subject to federal privacy laws, state regulations, California State University Chancellor’s Office Executive Orders, and San José State University policies.

Requirements

• Excellent oral and written communication skills, including the ability to draft clear and professional correspondence related to public records requests and administrative matters
• Strong critical thinking and analytical skills, with the ability to interpret and apply policies, laws, and regulations—particularly those related to the California Public Records Act—and determine appropriate courses of action
• Demonstrated ability to review, organize, and track records requests, subpoenas, and related documentation while ensuring compliance with required timelines
• Excellent organizational and record-management skills, with the ability to maintain accurate logs, documentation, and case files
• Ability to analyze documents to identify applicable exemptions and coordinate appropriate redactions consistent with legal requirements and institutional policy
• Ability to exercise sound judgment, diplomacy, and tact when communicating with internal and external stakeholders regarding sensitive or complex requests
• Ability to manage multiple priorities, meet deadlines, and complete work accurately in a detail-oriented environment with minimal supervision
• Ability to plan, organize, coordinate, and independently implement projects and assignments
• Ability to collaborate effectively with colleagues across organizational units
• 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

Nice To Haves

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

Responsibilities

• Draft and issue responses to public records requests and ensure compliance with the California Public Records Act (CPRA), including preparing initial responses that identify applicable exemptions.
• Communicate with public records requestors to clarify and interpret requests and assist in identifying relevant documents, as needed.
• Log and track public records requests and subpoenas, ensuring required response timelines are met.
• Review and analyze subpoenas served to San José State University (excluding those in which the University is a party) to ensure they meet applicable legal standards, drawing on relevant laws and guidance from the Office of General Counsel.
• Coordinate with campus units to gather responsive records and provide guidance to record custodians in identifying and locating relevant documents.
• Review documents to determine applicable exemptions and required redactions in accordance with legal requirements and California State University policy.
• Research applicable exemptions and monitor updates to the CPRA and related legislation.
• Process day-to-day financial transactions for assigned budgets (e.g., the Office of the President and Community and Government Relations), including reviewing and processing invoices, reimbursements, and change orders.
• Monitor expenditures; review financial statements and databases; and update budget spreadsheets using systems such as the data warehouse, FTS, and Tower Foundation reports.
• In collaboration with other Office of the President staff, assist with the development and preparation of projected annual budgets, mid-year variance reports, and year-end variance reports.
• Provide backup administrative support for administrative services in the Office of the President.
• Develop presentation materials for the President or Chief of Staff, as needed.
• Support programming, events, trainings, and conferences, managing logistics and coordinating details as required.
• Provide administrative support as needed, including managing calendars, coordinating complex meetings, drafting correspondence, and maintaining critical files.
• Support committees as needed, including developing agendas, preparing meeting materials, and recording meeting minutes.

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level