Job Search

Administrative Operations Specialist- (Housing Operations Professional II, Range 1) - HDCS Housing, Dining and Conference Services

Administrative Operations Specialist

SF State University

San Francisco State 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. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager. Applicants may visit titleix.sfsu.edu for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling View phone number on click.appcast.io or emailing View email address on click.appcast.io. San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties. The person holding this position may be 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 as a condition of employment. This position may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Department: Housing, Dining & Conference Services

Appointment Type: This is a one-year probationary appointment.

Time Base: Full-Time (1.0 FTE)

Work Schedule: Monday-Friday 8:30 AM-5:30 PM

Anticipated Hiring Range: $4,617.00-$5,410.00 per month ($55,404.00-$64,920.00 annually)

Salary is commensurate with experience.

Position Summary: The Administrative Operations Specialist is a key team member that will support the Division of Housing, Dining & Conference Services' (HDCS) office operation, activities, and special projects. As well as a variety of advanced administrative and project support functions for the Associate Vice President (AVP) of Housing, Dining & Conference Services. Under general direction of the AVP, the Administrative Operations Specialist will focus on assignments pertaining to operations, strategy, and performance improvement. The major functions will include coordinating, developing, managing, and monitoring projects of importance to the division, especially those tied to its strategic objectives, successful change management, and performance. The position will interact with high level internal and external staff, contractors, and members of the public to ensure the successful completion of divisional projects.

Position Information:

• Implement priority projects and programs of the entire department, including providing analytical and project management support for special projects.
• Manage and track division projects related to core duties of the office ensuring compliance and operational efficacy, ranging from managing and tracking assessment roll calendar deliverables to cross divisional projects.
• Manage project timelines, deliverables, resource usage, risk mitigation and quality control processes to ensure effective and timely project completion.
• Assess risks, formulate strategies, and establish priorities to achieve project results; coordinate cross-functional project teams and working groups of staff, managers, and stakeholders.
• Work closely with staff to meet deadlines and communicate issues. Facilitate meetings and track action items. Document processes to ensure redundancy. Ensure external stakeholders are appropriately engaged.

Oversee Division Office Operation & Activities:

• Plan group meetings and large interdepartmental staff meetings agenda & logistics with HDCS larger Unit/Division planning groups; organize special departmental events and handle communications.
• Establish and implement processes as needed to meet administrative requirements that serve the Executive Director's Office
• Assist w/ Procurement/MOU/Contract organization
• Compile and share meeting notes and project updates with stakeholders
• Collect, produce, and organize key reports for project meetings

Manage the Office of the Associate Vice President of Housing, Dining & Conference Services:

• Administer calendar for the AVP
• Manage communication into, within, and from the AVP's Office; including internal memoranda and external documents
• Investigate, survey, and research current topics related to the AVP's calendar for context in meetings
• Prepare and review technical reports, presentations, and briefings
• Research, collect and maintain information needed to complete project tasks or reports.

Other Duties as Assigned

Minimum Qualifications:

In addition to Housing Operations Professional I knowledge and skill requirements, work assignments typically require: Working skills and knowledge of housing operations including housing operations systems, policies, procedures, laws and regulations, and best practices. Working knowledge of student organizations, collegiate policies, and communications. Strong organizational skills to plan, organize, and prioritize multiple projects and large operations. Strong analytical skills to assess operational efficiency and support budget management. Ability to provide lead work direction and training to students and housing support staff. Strong communication and interpersonal skills to work effectively in a diverse environment and effectively gain buy-in from students and parents. Proficiency in using housing operations software and/or related equipment. Experience and Education: Equivalent to a bachelor's degree in a related field and two years of relevant experience. Additional experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis. An advanced degree in a related field may be substituted for the required education on a year-for-year basis.

Preferred Qualifications:

Bachelor's Degree from an accredited college or university. Four (4) years' experience working in the area of office management, including basic accounting, knowledge of business software, developing administrative procedures. Two (2) years' experience working at a University or public agency. Comprehend, interpret and apply laws, rules, regulations, policies, procedures pertaining to programs, services and contract regulations Establish and maintain cooperative and effective working relationships Use discretion and maintain confidentiality Analyze problems and evaluate alternate solutions leading to a recommended resolution.

Required License/Certification:

Must have a valid California Driver's license and can be certified to drive on State business.

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 July 21, 2017 as a condition of employment.

Environmental/Physical/Special:

Position requires the ability to carry a department provided mobile phone and answer calls. In case of an emergency, the position is deemed an essential personnel.

Pre-Employment Requirements:

This position requires the successful completion of a background check.

Eligibility to Work:

Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.

Benefits:

Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve. We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employee.

CSUEU Position (For CSUEU Positions Only): Eligible and qualified on-campus applicants, currently in bargaining units 2, 5, 7, and 9 are given hiring preference.

Additional Information:

SF STATE IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS).

Thank you for your interest in employment with California State University (CSU). CSU is a state entity whose business operations reside within the State of California. Because of this, CSU prohibits hiring employees to perform CSU-related work outside of California with very limited exception. While this position may be eligible for occasional telework, all work is expected to be performed in the state of California, and this position is assigned to on-campus operations.

CSU strongly encourages faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19. The systemwide