Project & Operations Assistant

Job Description and Duties

Under close supervision and in a learner capacity, the Student Assistant (SA) will provide focused, short-term support to the State Clearinghouse (SCH). This role is to support internal organizational efforts with existing staff responsibilities. The Project & Operations Assistant will work closely with team leads to clean up and optimize operations management workflows, improve tracking of deliverables, and provide meeting support by taking notes and capturing action items. This role also includes basic administrative tasks that reinforce SCH’s operational efficiency, ensuring full-time staff remain focused on specialized and high-priority duties.

The SA is expected to perform these duties with speed and accuracy, maintaining high standards in line with established performance benchmarks. This role involves supporting stakeholders, participating in special projects, and contributing to a collaborative team environment. The SA will also apply Americans with Disabilities Act (ADA) compliance knowledge, as needed, to support process improvements and efficiency.

The SA will maintain consistent attendance, work in a hybrid setting, operate standard office equipment, and assist the SCH in building effective relationships with government agencies, their consultants, as well as the public.

You will find additional information about the job in the .

Working Conditions

Persons appointed to this position must be reasonably expected to exert up to 20 lbs. of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects with or without a reasonable accommodation. Involves sitting most of the time but may involve walking or standing for brief periods of time.

Special Requirements

Required Majors/Fields of Study

Business administration, Computer science, Business analytics, Government, Data analytics, Research, Communication

Desirable Qualifications

In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate:

• Basic knowledge of CEQA statutes, guidelines, and regulatory requirements.
• Experienced in writing, reviewing, analyzing, and testing websites and data to ensure quality, accessibility, and compliance within applicable standards.
• Demonstrated knowledge of ADA compliance standards, with the ability to apply this knowledge to support process improvements and enhance operational efficiency by streamlining workflows and ensuring compliance.
• Demonstrated leadership skills in managing quality control, ensuring process integrity, and optimizing workflows.
• Excellent attention to detail and organizational skills.
• Strong analytical and problem-solving abilities to address challenges effectively and propose improvements.
• General understanding of federal grants pursuant to Executive Order (EO) 12372.
• Ability to work effectively under time constraints, managing multiple priorities with precision and attention to detail.
• Demonstrated capacity for professional development; willingness and ability to accept increasing responsibility.
• Proficiency with Asana, SharePoint, Docusign, Office 365, including Outlook, Word, and Excel.
• Ability to work independently and take initiative.
• Demonstrated positive attitude, good judgment, flexibility, and dependability in all workplace activities.
• Excellent communication and training skills, capable of engaging diverse stakeholders and fostering collaborative working relationships.
• Excellent customer service skills.
• Ability to properly apply laws, rules, policies, and procedures.
• Demonstrated dependability and integrity.
• Ability to follow intricate and precise program requirements.
• Excellent verbal and written communication skills.
• Excellent verbal and written presentation skills
• Experience using a variety of analytical techniques and tools to resolve complex issues
• Ability to develop, evaluate, and present alternatives

Benefits

There are many benefits to joining our team!We offer competitive pay, advancement opportunities, upward mobility, work-life-balance, and for many positions, flexible hours and remote work options. The State of California offers a competitive and comprehensive benefits package, subject to eligibility, such as:

• Medical Benefits, including health , and vision insurance
• Deferred Compensation options: 401k and 457b
• (Vacation/Sick or Annual Leave)
• Paid Holidays
• (College Saving Account)
• School Loan forgiveness under the federal Public Service Loan Forgiveness Program

Supplemental Questionnaire

When completing the supplemental questionnaire, you must title the page “Supplemental Questionnaire” and include your name and the Job Control number at the top of each page. Please list each question and provide your response directly below it. Be sure to include all relevant experience, education, and training for each question, and explain your answers thoroughly. Responses should not exceed two pages total, must be single-spaced, and use 12-point Arial font. Your supplemental questionnaire must address the following:

1. What administrative strengths would help you succeed as an Student Assistant (SA) at the SCH? Please include specific examples of how you’ve used these strengths in past roles, explain the value they added to your work (e.g. how they helped you stay organized, keep thorough notes, meet deadlines, or support a team under pressure), and how they aided in success. 
2. Tell us about your customer service experience. What communication methods do you use most often (e.g., email, phone, in-person)? How do you make sure your responses are clear and professional while still being thorough and helpful?
3. Describe a time when you identified an area that could be improved in your work or team processes. How did you approach improving it, and what steps did you take to implement the change? What impact did your improvement have?

Required Application Package Documents

The following items are required to be submitted with your application. Applicants who do not submit the required items timely may not be considered for this job:

• Current version of the State Examination/Employment Application STD Form 678 (when not applying electronically), or the Electronic State Employment Application through your Applicant Account at All Experience and Education relating to the Minimum Qualifications listed on the Classification Specification should be included to demonstrate how you meet the Minimum Qualifications for the position.
• Resume is required and must be included.
• School Transcripts
• Statement of Qualifications -

  A Supplemental Questionnaire is REQUIRED and Must be submitted with your application to be considered for this position. The supplemental questionnaire is a narrative discussion of how the candidate’s education, training, experience, and skills meet the desirable qualifications and demonstrate the candidate’s ability to perform the job duties listed in this bulletin. The supplemental questionnaire serves as a documentation of each candidate’s ability to present information clearly and concisely in writing. Applications received without the supplemental questions will not be considered. Résumés in lieu of the supplemental questions will not be considered.

  Refer to the Supplemental Questionnaire Section of this job posting for the supplemental questionnaire.