Program Associate Jobs in Gilroy, CA (NOW HIRING)

Job Summary

Reporting to the Senior Associate Vice President for Enrollment Management, the Orientation Program Coordinator will lead the coordination of transition programs for first-year and transfer students, with specific focus on orientation planning and student leader development. The Coordinator will also assist with the organization and execution of new students and assist with parent/family orientation programs, which introduce incoming students and their family members to the university community and its resources, policies, and procedures. The Coordinator will also lead administrative initiatives for the department including Spartan Link Online Orientation, social media and website management.

Key Responsibilities

• Work closely with the Assistant Director to design and implement orientation programs offered to new students prior to the beginning of each semester.
• Support programmatic efforts during First year and Transfer Orientation, including but not limited to set up, leading Orientation Leader debrief meetings, providing effective customer service to all participants, and facilitation of sessions.
• Help coordinate the scheduling of events by making arrangements for food services, facilitators and rooms for the programs to accommodate student needs.
• Assist with the assembly of program materials (e.g., giveaways, daily schedule of events, handouts, evaluations, planners, promotional materials, etc.).
• Communicate with campus partners to confirm participation of guest speakers and panelists for First year and Transfer Orientation sessions.
• Help prepare presentation materials (i.e., slide shows) to ensure accurate, coherent and consistent information.
• Work with the Parent and Family Programs Coordinator to ensure Parent and Family Orientation runs concurrently and is aligned with the student orientation schedule.
• Support the Parent and Family Programs Coordinator with parent/family programming and programmatic efforts as needed.
• In collaboration with the Program Director, develop and facilitate annual New Student Convocation including creation of the schedule, confirming participation from campus partners and community members, supervising event logistics, and involving the SJSU Administration. 
• Support the involvement of campus partners in orientation by coordinating input and timing as well as directing presentation format to ensure accurate, coherent and consistent information.
• Write and edit content for the SJSU online orientation platform, Spartan Link, collaborating with campus partners and the Parent and Family Programs Coordinator to ensure information is accurate and relevant for both students and parents/families.
• In consultation with the Assistant Director and NSFP staff, update and maintain the New Student and Family Programs website and social media.
• Support department staff to answer phone calls, respond to emails, and welcome guests who visit the department.
• Assist the Administrative Support Coordinator with preparation of program materials utilizing the Next Steps database including name tags, parking permits, student groups, rosters, etc.
• Work with the Assistant Director to conduct assessment of the student orientation programs. 
• Conducts surveys and focus groups geared to understanding the needs of the new students and develops plans for removing obstacles to first year student success.
• Researches and presents information on best practices in orientation, transition, retention and the first year experience.
• Assists with planning and execution of comprehensive training programs for undergraduate student staff to be properly oriented and integrated into the overall work of New Student and Family Programs.
• Serve as the work lead for student staff (Orientation Leaders), supporting First year and transfer programs.
• Lead the recruitment and selection process of the Orientation Leader staff.
• Design and facilitate the Orientation Leadership UNVS 199: Orientation Leadership Studies course, Orientation Leader Retreat, and Orientation Leader Final Training in collaboration with the Assistant Director.
• Plan and lead weekly Orientation Leader meetings in collaboration with the Assistant Director.

Knowledge, Skills & Abilities

• Ability to successfully plan and implement large scale events.
• Knowledge of orientation planning processes and best practices.
• Knowledge of parent/family needs and trends in higher education.
• Ability to partner and communicate with various campus partners.
• Ability to provide high quality customer service in a high demand environment.
• Knowledge of campus resources & Transition and Retention Services at SJSU.
• Ability to work collaboratively with students, staff, faculty, and administrators.
• Knowledge of student success strategies, specifically for first time First year and their parent(s) and family members.
• Ability to work collaboratively with a team of student and professional staff.
• Skill in development of student learning outcomes and the assessment cycle.
• Strong fiscal, administrative, and organizational skills.
• Excellent oral and written communication skills.
• Ability to independently research answers to questions and make appropriate contacts of information and resolution of pertinent issues.
• Ability to utilize various software applications such as Word, Excel, Google Drive, and Internet Explorer with high degree of accuracy and speed.
• Excellent interpersonal skills to establish and maintain professional relationships with students, staff, faculty, campus and system-wide administrators, and visitors to the campus community. Ability to use tact and diplomacy.
• Ability to function independently and organize workload with close attention to detail; manage multiple tasks and timelines; make appropriate decisions following campus policies and procedures.
• Ability to maintain strict confidentiality at all times.
• Demonstrated knowledge of orientation program development and major campus program planning; working knowledge of other student services programs.
• Demonstrated ability to create programs that are responsive to a diverse and multicultural environment.
• Ability to quickly learn and apply a variety of state, federal, CSU, and SJSU policies and procedures.
• Ability to work flexible hours. Some evening and weekend hours are required.
• Knowledge of crisis management and risk reduction strategies and appropriate responses.
• Ability to communicate with constituents in a professional and respectful manner.

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 Counseling, Higher Education, or Student Affairs.
• Experience with orientation programming.
• Experience working with parents and families in a higher education setting; strong administrative skills.
• Experience with the NODA Association, including internships, conference committees, regional activities, etc.
• Experience with the Council for the Advancement of Standards in Higher Education.

Compensation

Classification: Student Services Professional III
Anticipated Hiring Range: $5,540/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: March 20, 2026 through April 5, 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
jobs@sjsu.edu
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 jobs@sjsu.edu.

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.

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 clerycompliance@sjsu.edu.

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 uhs-frontdesk@sjsu.edu.

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 disabil...