Institutional Effectiveness and Compliance Specialist

Department: Institutional Effectiveness and Compliance

Reports to: Student Affairs and Administration Officer

Location: Onsite in San Jose CA

Employment Type: Internship / Part-Time / Full-Time

Work Authorization: CPT OPT or other valid U.S. work authorization

About USJ

The University of San Jose (USJ) is a nonprofit private university located in the heart of Silicon Valley. USJ iscommitted to providing career-focused technology-enhanced education that connects academic learning withpractical industry applications.

The University continues to strengthen its academic programs institutional operations regulatory compliancestudent services partnerships and community impact. USJ is approved to operate by the California Bureau forPrivate Postsecondary Education (BPPE) and is currently pursuing initial accreditation with the AccreditingCommission of Career Schools and Colleges (ACCSC).

As a small and growing institution USJ offers something larger universities cannot: direct exposure to the fullaccreditation lifecycle close working contact with senior leadership and the opportunity to help buildinstitutional systems rather than simply maintain existing ones.

Position Summary

The Institutional Effectiveness and Compliance Specialist supports USJs accreditation regulatory complianceinstitutional research program development and communications initiatives.

This is not a data-entry position. The Specialist will read accreditation standards and regulatory requirementscompare them against what the institution currently documents identify where the two do not yet align andhelp build the materials and systems that close those gaps. Much of the work involves taking information thatexists in several places catalogs syllabi faculty files student records meeting minutes and organizing itinto a coherent narrative that an external reviewer can follow.

The Specialist will also help develop institutional content and marketing materials that clearly communicateUSJs programs achievements and development initiatives.

USJ is candid about the nature of this role: as a growing institution we have documentation and process gapsand identifying them is an explicit part of the job. Issues that are found are logged prioritized and workedthrough with the support of leadership. Candidates who are comfortable raising problems directly and whowant them resolved rather than deferred will do well here.

This role is well suited for an analytical and detail-oriented candidate with strong English writing skills and an interest in higher education administration institutional development compliance and communications.

Key Responsibilities

Accreditation and Compliance Support

• Assist with preparation of accreditation regulatory and program-approval materials including the ACCSCSelf-Evaluation Report appendices exhibit packages and BPPE filings.
• Research and interpret applicable accreditation standards and regulatory requirements including theACCSC Standards of Accreditation and California requirements under CEC 94800 et seq. and 5 CCR 71000et seq.
• Compare current institutional documentation against applicable standards and identify gapsinconsistencies and missing evidence.
• Collect and organize institutional policies academic records program information supporting evidenceand application documents.
• Review materials for completeness internal consistency and accuracy across the catalog websiteenrollment agreement and submitted materials.
• Draft supporting narratives document checklists evidence files reports tables and submission packages.
• Maintain a compliance issue register tracking each identified gap its owner remediation plan and targetcompletion date and provide regular status reporting to leadership.
• Maintain accurate submission records document histories and version control.
• Track deadlines review comments outstanding items renewals and follow-up actions.
• Coordinate with faculty administrators consultants and external organizations to obtain requiredinformation.
• Support coordination of on-site evaluation visits and follow-up responses.

Institutional Effectiveness and Research

• Collect verify and organize institutional data including retention graduation and graduate employmentoutcomes in the formats required by ACCSC and BPPE.
• Maintain the underlying documentation that substantiates reported figures so that any number submittedcan be traced to a verifiable source.
• Support program reviews student and graduate surveys outcomes tracking and institutional reporting.
• Maintain spreadsheets project trackers shared folders and internal databases including records in thePopuli student information system.
• Research higher education trends comparable institutions academic programs and workforceneeds.
• Help prepare summaries presentations dashboards and reports for institutional planning.
• Assist with monitoring progress toward institutional and departmental goals.
• Support the development and updating of policies procedures templates and standard operatingdocuments.

Institutional Communications and Marketing Support

• Assist with creating and editing content for the USJ website newsletters brochures presentationsannouncements and social media platforms.
• Develop clear and professional descriptions of academic programs institutional initiatives eventspartnerships and student services.
• Help communicate institutional achievements program updates and community-impact stories.
• Coordinate with faculty students alumni and partners to collect program highlights testimonials photosand event information.
• Assist with promotional materials for academic programs scholarships information sessions partnershipsand institutional events.
• Review public-facing materials to ensure consistency with approved program information the officialcatalog and institutional policies.
• Support basic outreach campaigns and track inquiries engagement and event participation.

Project Coordination and Administrative Support

• Coordinate projects involving Academic Affairs Student Services Operations Marketing faculty andexternal partners.
• Schedule meetings prepare agendas take meeting notes and track action items.
• Follow up with responsible team members to support timely completion of documents and projects.
• Prepare weekly and monthly status updates.
• Organize institutional files so that materials are accurate current and easy to retrieve.
• Support special projects related to institutional development and academic operations.
• Perform other related duties as assigned.

Qualifications

• Bachelors degree or equivalent education or professional experience.
• Current students seeking CPT or OPT opportunities are welcome to apply.
• Demonstrated ability to read dense regulatory legal or technical documents and apply them accurately toa specific set of facts.
• Strong written and verbal communication skills in English. The role involves drafting narrative sections offormal submissions to regulatory bodies.
• Strong analytical organizational research and follow-up skills.
• Ability to write edit review and format professional documents.
• Willingness to raise problems and unfavorable findings directly and promptly.
• Sound judgment and discretion in handling confidential student faculty and institutional records.
• Proficiency in Microsoft Office and Google Workspace including document version control.
• Ability to organize data and prepare spreadsheets reports and presentations.
• Ability to manage multiple assignments and meet deadlines.
• Experience or coursework in education business administration public policy communications legalstudies data analysis or a related field is preferred.
• Experience with accreditation compliance documentation institutional research academic administrationaudit support marketing content or project coordination is a plus.
• Familiarity with a student information system (Populi preferred) Canva website content managementsurveys or data-visualization tools is a plus.
• Bilingual ability in English and Mandarin is a plus.

Ideal Candidate

• Reads carefully notices when two documents contradict each other and is not satisfied until the reason isclear.
• Comfortable telling a supervisor that something is not in order.
• Would rather build a system that prevents a problem than repeatedly fix the same problem by hand.
• Able to turn complex information into clear and professional materials.
• Comfortable working with both structured compliance documents and public-facing content.
• Proactive in collecting information and following up with stakeholders.
• Comfortable working independently and collaborating across departments.
• Interested in how institutions are governed and held accountable and eager to learn the accreditationprocess from the inside.
• Quick to learn new standards systems and processes; dependable and flexible as institutional prioritiesevolve.

What Success Looks Like

• Within 90 days: familiar with the ACCSC Standards of Accreditation and applicable BPPE requirements; theinstitutional document repository is organized and current; the compliance issue register is established andpopulated.
• Within six months: independently drafting sections of accreditation and regulatory submissions requiringonly substantive review; open compliance items tracked to closure on schedule; submission deadlines metwithout escalation.

How to Apply

Please send your resumeto: