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 role 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 interprets and applies complex policies, handles exceptions, performs Designated School Official (DSO) duties, develops and delivers targeted communications, serves as a resource to the evaluation team, provides presentations on policies and procedures, coordinates projects, and offers 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 petitions.
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
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.
