Strategy and Campaign Project and Operations Specialist

Strategy and Campaign Project and Operations Specialist

San José State University is seeking a Strategy and Campaign Project and Operations Specialist to support the Associate Vice President for University Advancement Strategy and Campaigns (AVP‑SC) and the units of Prospect Management and Stewardship within the Strategy and Campaigns department.

The Specialist will organize and perform a broad range of complex administrative duties in direct support of the AVP‑SC and two director‑level managers. Responsibilities include leading high‑priority initiatives, focusing on campaign planning and execution, organizational goal setting, cross‑divisional initiatives, and internal systems and processes. The Specialist will manage projects from conception to completion, ensuring operational efficiency and alignment with university and division‑wide strategic goals.

• Provide high‑level project planning, coordination and logistical support for the University's comprehensive fundraising campaign.
• Monitor campaign timelines and track key deliverables across departments, coordinating with internal and external stakeholders to ensure critical milestones are met.
• Coordinate the execution of division‑wide strategic projects and special initiatives led by the Vice President for University Advancement (VPUA) and/or the AVP‑SC.
• Research, develop and analyze administrative policies and procedures for cross‑divisional operations and internal systems, recommending and evaluating proposed solutions.
• Organize and prepare materials for meetings, including recording and distributing accurate meeting notes.
• Draft, proof‑read and edit campaign and project‑related communications, reports and presentation materials at the direction of the AVP‑SC.
• Assist with planning and logistics for major divisional events, meetings, retreats and professional learning opportunities.
• Serve as a flexible resource to University Advancement departments for time‑fixed or short‑term project needs, such as data clean‑up, event logistics, or policy documentation.
• Oversee general administrative and operational functions for the Strategy and Campaigns units and department.
• Oversee budget development and management, expenses, budget allocations and reconciliations for the department in collaboration with the Director of Administrative & Financial Services and the Tower Foundation.
• Process expenses, purchases and travel ensuring compliance with university and foundation policies.
• Draft and send routine correspondence on behalf of the AVP‑SC, responding to emails, phone calls and messages to ensure timely, professional and appropriate responses to inquiries.
• Provide comprehensive calendar management for the AVP‑SC, including scheduling complex meetings with high‑level internal and external stakeholders.
• Organize and prepare travel logistics, including completing travel requests and expense reports.
• Resolve problems and answer queries independently.

• Ability to communicate with constituents in a professional and respectful manner.
• Exceptional organizational, planning and time‑management skills; ability to handle multiple competing priorities in a fast‑paced environment.
• Strong oral and written communication skills; ability to compose, edit and appropriately format professional correspondence and reports.
• Advanced project coordination skills; track details accurately and meet established deadlines.
• Ability to troubleshoot and proactively resolve common office administration problems; research, develop, analyze and implement procedures.
• Knowledge of budget management, expense tracking and financial reconciliation processes.
• Proficiency with Google Workspace, Microsoft Office Suite and other software applications, including design, calendar and database management systems.
• Excellent customer service skills and ability to communicate professionally with diverse constituents, including executive leadership, faculty, staff and major donors.
• Ability to manage confidential records and sensitive information with utmost discretion.
• Knowledge and ability to analyze, interpret, compile, apply, integrate, and present complex data…