San José State University Hiring for Senior Operations Specialist at San José Full Time

Job no: 532478
Work type: Staff
Location: San José
Categories: Unit 9 – CSUEU – Technical Support Services, Probationary, Full Time, Student Services

Job Summary

Reporting to the Director of Student Involvement, the Senior Operations Specialist performs duties under general supervision and works independently to coordinate department fiscal operations, University Personnel, administrative support, assist with department outreach efforts, and program support. Responsibilities will include oversight of the Student Involvement reception area, departmental inventory control, day-to-day budget management, and serving as Student Involvement’s University Personnel lead. The incumbent also provides limited human resources and administrative support for the MOSAIC Cross-Cultural Center.

Key Responsibilities

• Serve as the departmental lead regarding all areas of fiscal administration and payroll management
• Ensure any necessary department purchasing
• Provide guidance and support to departments Engagement Coordinators, Assistant Director, and Associate Director regarding the development and management of individual program budgets
• Coordinate day-to-day fiscal operations, including procurement, travel, reimbursements, and deposits for the general fund ($600,000 (Stu. Inv.) & $250,000 (MOSAIC), and foundation accounts $15,000 (Research & Tower)
• Track and resolve problems related to fiscal operations
• Prepare monthly, quarterly, and yearly budget projections, summary reports, and financial charts
• Provide fiscal support for the MOSAIC Cross-Cultural Center
• Manage all searches for the department from recruitment initiation to the new employee’s first day
• Ensure departmental compliance with all Labor Relations and Equal Opportunity protocols
• Ensure timely and accurate reporting by department student and full-time staff
• Maintain confidential employee files and manage department payroll needs and processes
• Be familiar with the provisions of bargaining unit contracts for employees working in the department
• Provide limited human resources support for the MOSAIC Center
• Work with designated Student Involvement staff to assist with creating and maintaining innovative marketing strategies for departmental programs and services
• Provide supervision for the department’s Reception area, as well as shared resources (conference room, classroom, etc.) with an eye for positive customer services and campus relations, as well as effective problem identification and solving
• Serve on campus committees and represent the University, Division and Student Involvement. Committee memberships shall include, but are not limited to: Homecoming Committee, Student Involvement Marketing Committee, HR Contacts Group, Student Affairs Budget Finance and HR Committee
• Provide administrative support for the Director
• Manage day-to-day administrative needs pertaining to Facilities Development and Operations, as well as University Technology Services
• Assist with any large scale event programs
• Maintain appropriate inventory control, including the process for signing out equipment

Knowledge, Skills & Abilities

• Demonstrated ability to establish and maintain effective working relationships with students, faculty, staff, alumni, students’ family members, and community members
• Ability to work with and lead the work of professionals and students
• Ability to identify needs of staff and vary work style as necessary, and assess group and individual needs
• Demonstrated ability to support, administer, and monitor program budget allocations, and prepare appropriate reports
• Ability to interpret and evaluate descriptions and explanations of problems brought forward by individuals, analyze and define the problem, draw valid conclusions, and project consequences of various alternative courses of action
• Ability to carry-out very complex assignments without detailed instructions
• Ability to determine the appropriate course of action and proper techniques to utilize while engaged with individuals and groups in personal interactions of a sensitive nature
• Ability to plan, coordinate, and initiate actions necessary to implement administrative or group discussions or recommendations
• Ability to use initiative and resourcefulness in planning work assignments and in implementing long-range program or service improvements
• Thorough knowledge of software applications: word processing, spreadsheet, database management, and graphic design
• Ability to perform accurately in a detail-orientated environment
• Demonstrated ability to multi-task to support the “One Stop Shop” model of Higher Education Customer Service and coordinated deadlines
• Ability to be flexible to changes, frequent interruptions, and manage multiple tasks at one time
• Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies
• Demonstrated ability to clearly answer questions and explain procedures and policies to students and the public in an efficient and courteous manner, apply judgement, discretion and initiative in performing a variety of tasks
• Must be able to handle a high degree of customer contact surrounding potentially emotional/controversial issues and deal with conflict while maintaining a sense of perspective
• Ability to plan, coordinate, and implement events/programs
• Must have excellent written and oral communication and presentation skills
• Ability to communicate with constituents in a professional and respectful manner

Required Qualifications

• Bachelor’s degree and/or equivalent training
• Two years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

Preferred Qualifications

• Bachelor’s Degree in related field
• Experience with PeopleSoft, databases and spreadsheets
• Experience planning large events or projects
• Experience in a higher education environment
• Experience in a fast paced diverse work environment
• Experience tracking multiple budgets and accounts

Compensation

Classification: Administrative Analyst/Specialist – Exempt I
Anticipated Hiring Range: $5,150/month – $5,261/month
CSU Salary Range: $4,170/month – $7,545/month

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary.

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:

• Resume
• Letter of Interest

All applicants must apply within the specified application period: October 18, 2023 through November 1, 2023. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

University Personnel
[email protected]
408-924-2252

CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to [email protected].

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, 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 offered the position on a contingent basis.

The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university’s third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.

SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)

All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at [email protected].

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf. The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at [email protected].

Campus Security Authority – In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

Equal Employment Statement

San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus).

Advertised: October 18, 2023 (9:00 AM) Pacific Daylight Time
Applications close: Open until filled