Administrative Specialist (AAS, EI)

California State University, Stanislaus, United States

Updated: about 1 month ago
Location: Turlock, CALIFORNIA

Details

Posted: 27-Mar-24

Location: Turlock, California

Type: Full-time

Salary: Open

Categories:


Administrative/Support
Staff/Administrative

Internal Number: 5134565



Administrative Specialist (AAS, EI)
Job no: 535140
Department: Retention Services
Work type: Staff
Location: Stanislaus - Turlock
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Temporary, Full Time, On-site (work in-person at business location)
Position Summary
~REPOSTED TO EXTEND DEADLINE~
(Classified as: Administrative Analyst/Specialist, Exempt I)
Full-time temporary position available on or after May 6, 2024 and ending on or before May 6, 2025 in enter Student Equity and Success. Appointment will be made for one year from date of hire with the possibility of reappointment and/or becoming permanent based on budget, department needs, and job performance.
Under the general direction of the Director the Administrative Specialist independently provides specialized administrative and analytical lead work including, but not limited to event planning, financial management, data collection and assessment, property control, personnel, and clerical and reception duties. Working with New Student Orientation, Transition Programs, and Parent and Family programs this position works in collaboration with internal and external partners to facilitate that directly impact student academic achievement, retention, and graduation.
Job Duties
Duties include but are not limited to:

  • Align funding sources with services and programs funded through multiple accounts.
  • Conduct budget accounting functions including tracking supplies and services, balancing financial, foundation, and payroll reports.
  • Reconcile accounting reports for multiple funds.
  • Monitor expenses and prepare budget and expense reconciliation reports.
  • Review charges for accuracy or discrepancies providing timely reports to the appropriate administrator as needed.
  • Work with the Director to conduct cost analysis and financial planning for department programs, grant applications, and collaborative programs.
  • Oversee the purchasing and procurement processes for the department, including: purchase requisitions, direct pays, purchase and travel card administration and other forms of payments required by the grant.
  • Ensure all required forms and completed in accurate and timely manner.
  • Provide administrative and clerical support for the Director and programs within the department portfolio.
  • Schedule meetings, workshops, retreats using electronic scheduling tools.
  • Coordinate catering in compliance with university policies and procedures.
  • Complete space reservations for internal and external locations, including audio-visual and site layouts.
  • Provide committee support, prepare meeting materials and write minutes.
  • Coordinate travel in accordance with university travel policies and procedures for state, sponsored programs/grant, and auxiliary entities.
  • Conduct intake and triage of student, parent/family, and community concerns always exhibiting sound judgment and professional conduct.
  • Serve as part of the New Student Orientation central operations team providing support as needed, including but not limited to greeting guests, answering phone calls, receiving mail and correspondences, etc.
  • Work collaboratively with office suite staff who share the space to coordinate office coverage and welcome guests.
  • Maintain confidentiality and practice the appropriate campus procedures to safeguard sensitive and confidential data.
  • Maintain appropriate record-keeping to inform unit and division leadership.
  • Research and provide student information to Director, including enrollment, transcripts, grades, and address information.
  • Receive and route documents for review and approval by the Director, ensuring items for review meet policies and are compliant.
  • Develop, coordinate, and communicate internal administrative functions, working collaboratively with VPSA personnel to support division practices and Student Orientation and Transitions operations.
  • Serve as lead and/or project manager working with units in the Orientation and Transitions portfolio to implement projects, meet programmatic goals, meet internal and external reporting deadlines, and maintain compliance (CSU, state, and federal regulations).
  • Draft communications on behalf of Student Orientation and Transitions.
  • Create and maintain systems to track the progress of targeted initiatives, operations, goals, priorities across the department portfolio, including:
  • Personnel management, including submission of performance evaluations, hiring and re-appointment processes, reclassifications, temporary appointments, on-boarding and training.
  • Financial support and review. Work with the Director and the Student Affairs central operations team to provide financial reports, analysis, and recommendations.
  • Data collection and assessment in support of student satisfaction, learning outcomes, equity and access gaps, etc.
  • Support Unit Review, Business Continuity Planning and strategic planning
  • University Strategic Plan, the Diversity and Inclusion Plan, CSU system initiatives, etc.
  • Interpret and communicate university and systemwide policies and procedures to various constituent groups.
  • Recommend new and/or adaptation to existing processes and procedures, ensuring accuracy and compliance with regulatory requirements.
  • Responsible for maintaining a database of all policies, protocols, procedures, and processes associated with units that report to the Director.
  • Attend committee, consortium, and other meetings, acting as the Director to represent Orientation and Transitions and brief the Director as needed.
  • Other duties as assigned.
    Minimum Qualifications
    Education: Equivalent to a bachelor's degree OR a combination of education and experience which provides the required knowledge and abilities.
    Experience: Minimum of three years administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
    Preferred Qualifications
  • Ability to work a flexible schedule, including Saturdays as needed. Previous experience related to student services and programs in a university setting.
  • Experience with budget and financial management, including contracts and procurement.
  • Experience with program or service evaluation and assessment practices.
  • Previous experience working with historically underserved student populations (e.g. minority populations,socio-economic, etc.)
  • Experience with data collection, review, analysis, and presentation.
  • Experience preparing written reports and presentations.
  • Experience using PeopleSoft software.
  • Experience utilizing MS Office and PeopleSoft (Word, Outlook, Access, Excel, PowerPoint, etc.)
  • Previous experience in an environment requiring confidentiality, including the use of a confidential filing system.
    Knowledge, Skills, Abilities
  • 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 workgroup 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 direction.
    Special Conditions
  • Ability to work a flexible schedule, including Saturdays as needed.
  • Ability to drive to and work at the Stockton campus as needed.
    License or Certifications
  • Valid California driver's license.
    Physical Requirements
    The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
    Salary Range
    Anticipated salary will be $4,379-$4,817 per month plus excellent paid benefits. Salary will depend on the qualifications of the successful finalist. (Full Administrative Analyst/Specialist, Exempt I range: $4,379 - $7,922 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 resume. 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 March 22, 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
    To apply, visit https://careers.csustan.edu/st/en-us/job/535140/administrative-specialist-aas-ei
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    About California State University, Stanislaus
    California State University, Stanislaus serves a diverse student body of more than 10,000 at two locations in the Central Valley — a beautiful 228-acre campus in Turlock and the Stockton Campus. Widely recognized for its dedicated faculty and high-quality academic programs, the University offers a range of undergraduate and graduate programs, along with a doctorate in educational leadership. The University is a proud member of the 23-campus California State University system.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.
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