Senior Operations Specialist

San José State University•San Jose, CA

6d•$5,380 - $7,684•Onsite

About The Position

Reporting to the Director of Student Involvement, the Senior Operations Specialist performs duties under general supervision and works independently to coordinate departmental fiscal operations, University Personnel, and administrative support, and to assist with departmental outreach efforts and program support. Responsibilities will include overseeing the Student Involvement reception area, managing departmental inventory, handling day-to-day budget management, and serving as Student Involvement’s University Personnel lead.

Requirements

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 the 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-oriented environment.
Demonstrated ability to multitask 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 judgment, 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.
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.

Nice To Haves

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.

Responsibilities

Serve as the departmental lead regarding all areas of fiscal administration and payroll management.
Ensure any necessary department purchasing, tracking, and follow-through.
Provide guidance and support to the department’s Engagement Coordinators, Assistant Directors, 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 and foundation accounts.
Track and resolve problems related to fiscal operations.
Serve as the financial contact of Student Involvement for the university.
Prepare monthly, quarterly, and yearly budget projections, summary reports, and financial charts.
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 time/leave reporting by department students 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 onboarding and offboarding support for full-time staff members.
Provide administrative support for the Director.
Manage day-to-day administrative needs pertaining to Facilities Development and Operations, as well as University Information Technology Services.
Assist with any large-scale event programs.
Maintain appropriate inventory control of giveaways; oversee the process for signing out equipment.
Work with designated Student Involvement staff to assist with creating and maintaining innovative marketing for departmental programs and services.
Assist in providing oversight for the department’s Reception area, as well as shared resources (conference room, Fishbowl, Student & Commuter Lockers), with an eye for positive customer service and campus relations.
Serve on campus committees and represent the University, Division, and Student Involvement. Committee memberships shall include, but are not limited to: Homecoming Committee, HR Contacts Group, Student Affairs Budget, Finance, and HR Committee.