Administrative Specialist (Aas,Eiii)

Position Summary~OPEN TO CURRENT STANISLAUS STATE EMPLOYEES ONLY~(Classified as: Administrative Analyst/Specialist, Exempt III)Full-time position available on or after July 1, 2024 for Student Leadership & Development.Under general direction of the Executive Director, the Administrative Specialist provides advanced functional expertise and leadership for highly complex and critical functions within the Student Leadership, Engagement, and Belonging portfolio, including multiple facility locations, business continuity, budget management, event planning, personnel, assessment, data analysis, communication, special projects, and general operations. The position involves engaging with internal and external partners, communicating in a timely and appropriate manner.Work is strategic and encompasses a wide variety of program, administrative, and analytical tasks, requiring independence, interpretation, judgment, and comprehensive knowledge of policies and procedures. Incumbents at this level offer advanced-level expertise and leadership to a highly complex or critical program or organizational unit, with broad and far-reaching impact at the campus and/or systemwide level.Job DutiesDuties include but are not limited to:Perform a wide range of duties ranging from budget and financial planning, accounting, and reconciliation, financial controls, financial compliance, and system operations.Monitor a complex system of financial accounts to provide financial analysis and resource allocation recommendations.Compile financial documents maintaining a records system for adherence to campus, CSU, state, and federal policies and regulations.Perform continuous budgetary control, draft text material to summarize, analyze, and justify budget programs.Oversee annual and mid-year multi-fund budget reports.Compile financial reports, complete expense forecasting, and finalize year-end projections.Ensure all accounts relating to student organizations function in compliance with applicable regulations and reporting requirements.Recommend the financial account systems hierarchy, facilitating the process to establish the structure in the university financial system.Create workflows to implement with student organizations to assure accountability for financial reporting and expense reconciliation. Systematize training and communication strategies to proactively forecast and prevent the over-expenditure of funds.Oversee processes for student organizations relating to requisitions, direct pays, budget journals, and more.Create and provide regular trainings for student clubs and organizations regarding the management of their finances and associated university processes.Coordinate a full range of integrated administrative and technical operations, overseeing complex systems and processes for a diverse portfolio of direct student services.Implement regulatory requirements and policies. Create department protocols, procedures, and processes. Coordinate the review timeline, call for adaptation and implementation/notification of changes. Oversee approval and consultation processes. Disseminate information to leadership.Convene and chair meetings and discussion groups to facilitate communication and support department operations.Prepare agendas, recommend topics and schedules for department sponsored meetings, conferences, retreats. Facilitate convening processes including the call for participants, scheduling, post-meeting debrief.Serve as department lead for communications, including brand and imaging on various multi-media platforms, content and visual designs (e.g., social media, website, email, etc.), strategic messaging, marketing, and promotions.Maintain the highest level of integrity and confidentiality in the preparation of sensitive and highly confidential communication.Serve as contact lead for questions, inquiries, and issues directed to leadership, independently facilitating an appropriate response on behalf of leadership as warranted.Work collaboratively to identify, troubleshoot, and resolve issues that arise. Issue timely updates to minimize downtime in productivity and cross-department operations.Provide suggestions for the department's annual business continuity and emergency operation plans. Assist department leadership to update plans, complete tabletop exercises, testing of phone trees.Oversee the department assessment processes. Recommend assessment practices (e.g., logic models, accreditation, department and program evaluation, learning objective outcomes, service metrics).Identify data collection needs, as well as current internal and institutional resources utilized.Create, facilitate, and maintain a system for data collection and use processes. Coordinate the department CAS assessment process, including convening of the evaluation team, education of the CAS tool, review guidelines, report, post-evaluation action plan, and timeline.Analyze institutional action and implementation plans. Assess department progress and adapt project timelines to achieve overall stated objectives. Make recommendations to the Executive Director.Understand current department-level alignment to Strategic Plan priorities and GI 2025 goals, assisting Executive Director to identify potential contributions and collaboration opportunities.Coordinate student-focused qualitative and quantitative tools, staff-oriented satisfaction feedback mechanisms, etc. (e.g., surveys, focus groups).Serve as department lead working with the Administrative Support Coordinator to oversee a wide range of co-curricular on and off-campus programs, ensuring campus, system, and other requirements are met (e.g., learning, engagement, financial, safety and risk, communication, evaluation).Provide lead direction for the Administrative Support Coordinator for the overall event calendar, event objectives, timelines, logistics, promotion, execution, and post-event evaluation.Serve as a central resource for the department Program Coordinators and Administrative Support Coordinator. Proactively provide resources and information to support their initiatives and programs.Oversee event processes working with the department ASC to ensure paperwork for student event planners, vendors, and attendees is completed thoroughly, accurately, and in a timely manner.Create and implement event planning systems and processes, providing training and information resources to foster an event culture that aligns with compliance, policies, regulations, and other requirements.Serve as a co-lead in planning annual Cultural and Affinity graduation celebrations, overseeing event planning logistics. Independently collaborate with internal and external partners.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 withing functional area/departments as needed.May provide lead work direction to other professional or administrative staff.Other duties as assigned.Minimum QualificationsEducation: 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 programPreferred QualificationsSeven (7) years of administrative work experienceExperience working in a Higher Education setting.Experience with budget and financial management, including grant and other funding sources.Experience with program and event planning.Experience in maintaining office appointment calendars and electronic scheduling.Experience with program or service evaluation and assessment practices.Familiarity with data analytics and data-informed practices.Knowledge, Skills, AbilitiesGeneral knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods.Knowledge of and ability to apply fundamental concepts.Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.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 train others on new skills and procedures and provide lead work direction.Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations.Demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management.Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions.Ability to work with representatives from public and private entities and handle potentially sensitive situations. Demonstrated consultative skills in working with internal and external constituent groups.Ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus.Extensive and in-depth knowledge of and ability to apply expertise in the advanced theories, principles, methods and practices associated with the functional specialty, program, and/or organizational unit, including applicable internal policies and procedures and pertinent laws and regulations. Laws and regulations are highly complex and require substantial judgment and discretion in interpreting and applying them to the specialty or program area. Incumbents at this level often may have certification in a specialty area.Substantial and broad knowledge of public and private entities including their organizational and operating structures, internal systems, and functional areas, as well as the impact of critical external entities on an organization. Ability to integrate and apply this knowledge to anticipate problems and assess the impact of proposed solutions on various organizational areas.Extensive and in-depth knowledge in project management including research and analytical methodologies. Ability to interpret and integrate complex data and information to formulate appropriate courses of action which have broad and far-reaching impact.Ability to understand and analyze complex problems from a future-oriented and broad interactive perspective and readily develop proactive solutions that integrate strategic goals into tactical operations.Ability to effectively use applicable information systems and applications in analysis, research, and reporting activities and projects.Ability to effectively communicate with and influence high-level and diverse contacts inside and outside of the CSU system.Ability to effectively use all communication methods and formats and to use expertise, as well as persuasion and negotiation skills, to build consensus to achieve short- and long-term goals and objectives.Salary RangeAnticipated salary will be $6,638 - $7,302/mo per month plus excellent paid benefits. Salary will depend on the qualifications of the successful finalist. (Full range: $6,638 - $12,899 per month)Compensation & BenefitsCommensurate 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~OPEN TO CURRENT STANISLAUS STATE EMPLOYEES ONLY~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 DeadlineJune 7, 2024Criminal Background Clearance NoticeSatisfactory 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 InformationCampus & AreaCalifornia 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 DisclosurePursuant 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 OpportunityThe 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