Administrative Specialist (AAS, EI)

Job Description:

Administrative Specialist (AAS, EI)

Description

• • Position Summary
  • (Classified as: Administrative Analyst/Specialist, Exempt I)
    
    Full-time temporary position available on or after November 4, 2024 and ending on or before November 3, 2025 in Student Affairs. Appointment will be made for one year from date of hire with the possibility of reappointment based on budget, department needs, and job performance.
    
    Under general direction from Senior Leaders within Student Affairs (e.g. AVP/Dean of Students and AVP for Student Equity and Success) the Administrative Specialist independently completes a full range of administrative responsibilities in support of the AVP/DOS, AVPSEAS, the Associate Dean and departments within the organizational portfolios of the AVP/DOS and AVPSEA.
    
    In this capacity, the incumbent provides administrative support, training, and guidance to colleagues and community partners, while also providing daily leadership for a variety of programs (e.g. StanCares program and Alcohol, Tobacco, and Other Drug (ATOD) policy compliance).
    
  • Job Duties
  • Duties include but are not limited to:
    • Oversee program areas covering the full range of administrative and/or academic functions.
    • Conduct program and policy research, analysis, development, reporting, and evaluation.
    • Determine methods, policies, and procedures to achieve programmatic goals.
      Lead related committees.
    • Ensure compliance with applicable regulations or requirements governing the program, including report writing.
    • Serve as a liaison to outside agencies or entities related to the program.
    • Oversee programs modeled on best practices and in compliance with federal regulations.
    • Coordinate activities and events, providing enriching educationally focused engagement opportunities for students.
    • Develop programming and materials to educate students on relevant policies and procedures, including PPT, Canvas modules, and printed materials.
    • Provide leadership to related committees such as the Drug and Alcohol Policy Work
    • Group and Drug Free Schools and Communities Act Work Group.
    • Serve as a liaison to other programs, departments, and outside agencies or entities that support student wellbeing.
    • Prepare required reports and documentation
    • Conduct financial analysis, planning, and fund management (e.g., purchasing and procurement, contracts, financial reports).
    • Perform budget analysis.
    • Oversee accounting and administration.
    • Manage human resources and faculty relations (e.g., recruitments, onboarding, professional development, training).
    • Plan, develop, and administer systems.
    • Plan and coordinate office automation.
    • Handle market planning, analysis, and administration.
    • Coordinate, plan, and administer facilities and construction.
      Administer contracts.
    • Coordinate emergency services.
    • Plan and coordinate events.
    • Develop and coordinate publications and university development functions (e.g., newsletters, event briefings, fundraising activities).
    • Manage electronic calendaring and scheduling (e.g., meetings, conferences, retreats).
    • Manage meeting materials (e.g., agendas, meeting materials, and minutes).
    • Handle correspondence and reports (e.g., emails, letters, memorandums, reports, summaries, information request responses).
    • Plan and coordinate travel (e.g., registrations, reservations, itineraries, requests, and claims).
    • Plan for business continuity (e.g., tabletop exercise planning, phone tree tests, annual plan updates).
    • Analyze, design, implement, and evaluate various administrative systems to support organizational unit operations.
    • Advise management on policies and procedures related to finance, budgets, personnel, and related operational functions.
    • Act as an internal and external resource on policy and procedural matters.
    • Lead or coordinate projects involving the management of external parties.
    • Manage data acquisition and reporting systems (e.g., dashboards, metrics, benchmarks).
    • Facilitate strategic reporting, policy implementation, and compliance (e.g., deadlines, requirements, signatures).
    • Provide administrative and clerical support for matters of a confidential and/or sensitive nature, including acting as the first level of intake, collecting information, and providing resources and referrals as warranted.
    • Act as a liaison between parties and entities, providing support, resources, and referrals.
    • Schedule meetings, prepare agendas, gather materials, and serve as a notetaker.
    • Oversee information security protocols (e.g., active files, records retention, sharing).
    • May be required to obtain additional training and/or certification as part of professional development, based on department and/or campus needs, to stay current with industry standards.
    • The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this classification.
    • At the direction of appropriate administrator, may provide support to other areas/departments within functional area/departments as needed.
    • May provide lead work direction to support staff.
    • Other duties as assigned.
  • Minimum Qualifications
  • Education : A bachelor’s degree and/or equivalent training.
    
    Experience : Administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
  • Preferred Qualifications
  • • Three (3) years of related office work experience
    • Two (2) years of work experience in Student Services or related area.
    • Bachelor’s degree in business administration, Public Administration or other related degrees.
    • Prior experience with coordinating processes and procedures or related field highly preferred.
    • Prior experience in a CSU or in another higher education setting preferred.
    • Prior experience using Maxient, PeopleSoft, Warrior Connect, and Concur software.
    • Prior experience with of Clery, VAWA, Title IX, Drug Free Schools and Communities Act, Title 5 and Executive Orders related to student conduct.
  • Knowledge, Skills, Abilities
  • • General knowledge and skills in the applicable administrative and/or program field and a foundational knowledge of public administration principles, practices, and methods.
    • Knowledge of and ability to apply fundamental concepts.
      Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
    • Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.
    • Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations.
    • Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty.
    • Working knowledge of operational and fiscal analysis and techniques. Working knowledge of budget policies and procedures.
    • Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
    • Skill in the research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.
    • Expertise in investigating and analyzing problems with a broad administrative impact and implications. Ability to make independent decisions and exercise sound judgment.
    • Ability to anticipate problems and address them proactively.
    • Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form.
    • Ability to compile, write, and present reports related to program or administrative specialty.
    • Ability to train others on new skills and procedures and provide lead work directio
  • Salary Range
  • Anticipated salary will be $$4,598 - $5,088 per month plus excellent paid benefits. Salary will depend on the qualifications of the successful finalist. (Full range: $4,598 - $8,318 per month)
  • Compensation & Benefits
  • Commensurate with qualifications and experience. As a member of the 23-campus CSU System, we offer an extremely competitive benefits package that includes, but is not limited to, outstanding vacation, health, dental, and vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 15 paid holidays a year. Link to (Bargaining Unit: 9) Benefits Summary: CSU Employee Benefit Summary
    
    
  • How to Apply
  • To be considered, qualified candidates must submit a completed Stanislaus State online employment application, cover letter, and resumé. Applications are accepted electronically only. Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration. To apply online, please click the “Apply Now” button on this page.
    
    Applications will be processed in accordance with Article 9.3 of the CSU/CSUEU Memorandum of Understanding. Preference will be given to qualified individuals currently employed at CSU Stanislaus in bargaining units 2, 5, 7, and 9 except when it is determined that it is necessary to appoint outside applicants to meet the best interest of the campus by obtaining specialized skills and abilities not available from current employees.
    
  • Application Deadline
  • OPEN UNTIL FILLED; SCREENING TO BEGIN ON OR AFTER OCTOBER 23, 2024 (Applications received after the screening date will be considered at the discretion of the university.)
    
    
  • Criminal Background Clearance Notice
  • Satisfactory completion of a background check (which includes checks of employment records, education records, criminal records, civil records; and may include motor vehicle records, professional licenses, and sex offender registries, as position requires) is required for employment. CSU will make a conditional offer of employment, 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 conditionally offered the position.
    
    
  • Additional Information
  • Campus & Area
    California State University, Stanislaus serves the San Joaquin Valley and is a critical educational resource for a six-county region of approximately 1.5 million people. The University is fully committed to creating a culture of diversity and inclusion - one in which every person in the University community feels safe to express their views without fear of reprisal. Widely recognized for its quality academic programs, the University has 10 nationally accredited programs and 662 faculty members. 94 percent of full-time faculty holds doctorates or terminal degrees in their fields. The University offers 43 undergraduate majors, 16 master's programs, 7 post-graduate credentials, a doctorate in education and serves more than 10,000 students. New instructional facilities have been built for the unique pedagogy of professional programs, laboratory sciences and performing arts.
    
    Stanislaus State continues to receive national recognition with its ranking as one of the best 384 colleges in the nation by The Princeton Review. The University was one of 12 public universities in the nation to be recognized by the American Association of State Colleges and Universities for demonstrating exceptional performance in retention and graduation rates. In addition, U.S. News and World Report ranks Stanislaus State in its top 10 among public universities in the West, while Washington Monthly honored Stanislaus State as the West’s No. 1 university for the money. Stanislaus State also is recognized as a Hispanic-Serving Institution (HSI) by the U.S. Department of Education.
    
    Clery Act Disclosure
    
    Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the annual security report (ASR), is now available for viewing at https://www.csustan.edu/annual-campus-security-report . The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Stanislaus State for the previous three years. A paper copy of the ASR is available upon request by contacting the office of the Clery Director located at One University Circle, Turlock, CA 95382.
    
    Equal Employment Opportunity
    
    The university is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, national origin, sex, sexual orientation, covered veteran status, or any other protected status. All qualified individuals are encouraged to apply. 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, revised 7/21/17, as a condition of employment.
    
    Applicants requiring necessary accommodations to the application process may contact the Human Resources Department at (209) 667-3351. California Relay Service is available at (800) 735-2922 voice and (800) 735-2929 TDD. As a federal contractor, we are committed to attracting a diverse applicant pool. Please consider completing the Voluntary Self-Identification of Disability form (your response will not be shared with the search committee) at: Voluntary Self-Identification of Disability PDF Form .
    
    CSU Stanislaus hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.
    
    The CSU is a state entity whose business operations reside within the State of California. The CSU prohibits hiring employees to perform CSU-related work outside California.
    
  • The individuals who appear to be the best qualified for this position will be contacted by telephone or email for an interview.
    
    INFORMATION CONTAINED IN THIS ANNOUNCEMENT MAY BE SUBJECT TO CHANGE WITHOUT NOTICE
    
    

Advertised: Oct 08 2024 Pacific Daylight Time
Applications close:

Closing Date/Time: