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

San Francisco State University•San Francisco, CA

14d•$55,404 - $64,920•Onsite

About The Position

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.

Requirements

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.
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 17, 2017 as a condition of employment.
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.

Nice To Haves

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.

Responsibilities

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.
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
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