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First Year Experience Program Specialist

Apply now Job no: 505629
Work type: Staff
Location: Monterey Bay
Categories: Unit 4 - APC - Academic Professionals of California, Probationary, Full Time, Education Support Professionals

Classification: Student Services Professional IV
Anticipated Hiring Salary: Mid $5,000's per month
Salary Schedule:  $5,351 - $7,633

Open until filled. Application Review Begins Monday, October 25, 2021.


Powered by an inspiring Founding Vision StatementCalifornia State University, Monterey Bay (CSUMB) is a mid-sized comprehensive baccalaureate and masters granting university whose staff and faculty help transform student lives through a focus on student success and engagement through project-based learning, service learning in its regional community, and the promotion of multicultural and global perspectives on and beyond campus. CSUMB is both a Minority Serving Institution (MSI) and a Hispanic Serving Institution (HSI) and has a vibrant, diverse student body of over 7,400 students.  The university’s Strategic Plan prioritizes inclusive excellence through recruiting and investing in the development of a diverse body of faculty, staff, and administrators. CSUMB’s sustainability initiative is to be carbon neutral by 2030. The university’s faculty and staff, many of whom live in the East Campus housing development, appreciate living and working so close to the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, CSUMB offers excellent benefits, including access to below-market-rate campus housing and competitive salaries for faculty and staff.


In accordance with Executive Order 1113 and under the general supervision of the Associate Vice President of Student Affairs and Dean of Students, the First Year Experience Program Specialist performs independent, highly complex analytical and interpersonal work to manage all aspects of the First Year Experience department. The primary responsibilities of the role are lead work direction, New Student Otter Orientation and welcome programs; Campus Traditions; emerging leader programs; first year co-curricular involvement initiatives; managing daily assignments; and setting strategic priorities that affect CSUMB enrollment and retention goals.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

  • Oversees all orientation and welcome programs offered to all Freshmen and Transfer students and their families during the summer and prior to the beginning of each semester.  Uses strategic program management and complex decision making to create and adapt guidelines and procedures for various programs and situations. Proposes solutions to unexpected problems or complaints. Makes strategic decisions to expand and enhance orientation programs that impact and represent all campus departments. Serves as the Orientation Advisory Team Chairperson, prepares meeting agendas and materials needed; and develop and recommend courses of action to orient, transition, and retain new CSUMB students. Oversees the scheduling of all events by making arrangements for food services, housing, facilitators, equipment and rooms for the programs to accommodate student and parent/guest needs. Collaborates with and advises faculty and various campus personnel in order to plan effective Orientation Programs.  
  • Oversees the recruitment, selection, training, supervision and evaluation of a large staff of Orientation Student Leaders and other student assistants. Manages the implementation of student staff training programs to prepare the Orientation Leaders for their leadership roles. Also oversees and directs logistics and operations of CSUMB staff and faculty during FYE programming.
  • Manages First Year student programs, providing strategic insight and analysis to the First Year Seminar, Student Life, Student Affairs, and Academic Affairs Offices to extend the orientation process throughout the academic year. Co-chairs the Common Read Selection Committee to select a Common Read book for the community and, when feasible, coordinates an on-campus keynote by the Common Read Author. Chairs the Campus Traditions Committee to manage existing traditions on campus including Otter Days, Welcome BBQ, Open House events, OWOW, Freshmen Convocation, Homecoming Raft Weekend, and the Spring Welcome Back events leading to the influence of culture and engagement across campus. Leads strategic thinking to develop new traditions on campus in alignment with University Vision. Develops communication strategies to promote targeted First Year traditions to new students. Provides consultation on behalf of Student Life to Admissions & Outreach Programs including Recruitment events, Discover CSUMB: Open Campus, and Admitted Otter Day ensuring professional development, publication, presentation and distribution of departmental materials.
  • Manages the Orientation and Campus Traditions budgets in the amount of approximately a half a million dollars. Conducts strategic analysis and recommendations based on expenditure of generated funds. Seeks additional funding through internal university grants such as the MSF and Graduation Initiative proposal processes. Seeks external funding through the CSU and other agencies.
  • Manages communication efforts about campus involvement, opportunities, and programs by way of flyers, brochures, correspondence, newsletters, web sites, the orientation platform (Presently CampusGroups/MyRaft), and social media. Primary administrative user for MyRaft to onboard new students into the system and utilize its communications features. Serves as a counsel to Student Information Systems in acquiring new technology that promotes student success and efficiency in campus events. Advises Admissions Communication Coordinator and the Student Life Communications Specialist in designing and producing program materials.
  • Conducts complex evaluation, assessment, research, and program analysis of the First Year Experience Office using information provided by program participants, leaders, faculty, staff, and other means deemed appropriate. Collaborate with Institutional Assessment and Research on completion of campus-wide student s Participates on various Campus Committees as appropriate and/or requested and approved by the Dean of Students.  
  • Participates as an integral member of the Student Life staff by attending regular staff meetings, supporting departmental initiatives and programs and by fostering positive student development through the programs and services provided by the division and the application of student development theories therein.urveys such as NSSE and BCSSE.

Other Functions:

  1. Represent FYE on campus-wide events such as Discover CSUMB and Admitted Otter Day.
  2. Remains abreast of best practices and industry benchmarks through involvement in national/regional organizations. Attends seminars and conferences to maintain program and professional development.
  3. Serve as a member of the Student Life Leadership Team
  4. Perform other job-related duties and special projects as assigned.



Thorough knowledge of the policies, procedures and practices of Student Services Programs or the ability to quickly acquire such knowledge. General knowledge of the policies, practices and activities of Student Services programs outside the program to which immediately assigned; general knowledge of the principles, problems and methods of public administration, including organizational, personnel and fiscal management; general knowledge of advanced statistical and research methods.

Ability to carry out very complex assignments without detailed instructions; advise students individually or in groups on varied and complex matters; determine the appropriate course of action and proper techniques to utilize while engaged with individuals and groups in personal interactions of a sensitive nature; reason logically and analyze and solve organizational and operating problems of one or several program areas; plan, coordinate and initiate actions necessary to implement administrative or group decisions or recommendations; analyze and define complex organizational, policy or procedural problems, collect and evaluate data, draw valid conclusions and project consequences of various alternative courses of action; understand the roles and responsibilities of others and to gauge relationships accordingly by taking into account the variety of the interrelationships, motivations and goals of the members of the organization served; and establish and maintain effective, cooperative and harmonious working relationships in circumstances which involve the denial of requests or the necessity to persuade others to accept a different point of view.



Education: Equivalent to graduation from a four-year college or university in a related field plus upper division or graduate course work in counseling techniques, interviewing and conflict resolution where such are job related.


Experience: Equivalent to four years of progressively responsible professional student services work experience which includes experience in advising students individually and in groups, and in analysis and resolution of complex student services problems.

A master’s degree in Counseling, Clinical Psychology, Social Work or a job‑related field may be substituted for one year of professional experience. A doctorate degree and the appropriate internship or clinical training in counseling, guidance or a job‑related field may be substituted for two years of the required professional experience for positions with a major responsibility for professional, personal or career counseling.



Master’s degree in a job-related field preferred plus four years of experience related to the field of orientation, student activities, event management and coordination, and administrative management.

Highly Desirable:  Technical fluency with Microsoft Office Suite, Oracle-PeopleSoft/CMS baseline system; Hyperion, or similar report generation software; and google mail and calendaring. Experience that indicates an understanding that students are diverse in their academic, socioeconomic, cultural, and ethnic backgrounds. Experience working with students who have disabilities. To support our various diverse constituent groups and communities, having multilingual fluencies is also highly desired.


  • All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
  • The person holding this position is 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 will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
  • This position has been designated as a sensitive position with responsibility for the care, safety and security o of people (including children and minors), animals and CSU property; authority to commit financial resources of the university through contracts greater than $10,000; access to, or control over, cash, checks, credit cards, and/or credit card account information; responsibility or access/possession of building master or sub-master keys for building access; access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards; control over campus business processes, either through functional roles or system security access; and responsibility for operating commercial vehicles, machinery or equipment that could pose environmental hazards or cause injury, illness, or death.
  • This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.
  • This position is designated as a Campus Security Authority, will be required to participate in annual training, and to immediately forward to the Clery Compliance Officer all reports of Clery Act crimes brought to their attention.
  • Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University's liability coverage.
  • May require occasional evenings and/or weekend work.


Office environment with standard equipment and tasks.  Position requires working at a computer and desk for extended periods of time.  May require travel between campus offices and off-campus locations. 

There are components of this job which are deemed essential on campus.  This position will primarily work on the main campus, with occasional work from home. This position requires working on campus with students.  The health and safety of our students, faculty, and staff remain our highest priority. In the fall, students, faculty, staff, and the community can expect that masks will be required and that the appropriate degree of social distancing will be in place in all areas based on evolving guidance.  Additionally, all students, faculty, and staff are encouraged to be vaccinated before coming to campus.  All community members who work or attend class on campus should expect to participate in a random or periodic testing system.  CSUMB will communicate more information about vaccination requirements and testing protocols when the details become available.


CSUMB offers a premium benefit package that includes outstanding vacation, health, dental and vision plans; membership in the California Public Employees Retirement System (CalPERS); and 14-paid holidays a year. For more information, visit CSU System Benefits. Additionally, University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability; visit Employee Housing for more information.


For full consideration, applicants must complete the required online application prior to the priority screen date found at Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.

CSUMB is not a sponsoring agency for staff or management positions.

Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting University Personnel at (831) 582-3389. All employees must be eligible for employment in the U.S.


CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with federal crime awareness and campus security legislation, including the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics, you can view the notice of availability and access the Cal State University, Monterey Bay annual security and fire safety reports at

Employees are required to comply with COVID-19 requirements. For the CSUMB’s most current masking and vaccination requirements please visit:

CSUMB is a smoke and tobacco-free campus.


CSUMB is an Equal Opportunity Affirmative Action employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.

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