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

CSU Careers • San Francisco, CA

11h • 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

• 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.
• 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.

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

• Operations, Strategy, and Performance Improvement 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

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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level