Administrative Services Specialist

Job no: 552084,
Work type: Staff,
Location: San José,
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time

Reporting to the Senior Director of Resources and Operations, the Administrative Services Specialist provides leadership and business solutions for the School’s highly complex online and in-person programs. This position oversees the financial and day-to-day operations of the School providing direction to faculty, staff, and students. The position also provides direct support to the Director and Associate Director and serves as a key technical advisor, providing information, expertise, and recommendations to implement strategic objectives for the short‑term and long‑term goals of the department and programs.

The incumbent initiates and distributes confidential and critical communications with University and external stakeholders, and identifies needs and creates solutions for the department related to staffing, finance, and programmatic needs.

• Oversee complex department financial information for various funds including Operating Fund, PaCE Fund, Trust Fund, SSETF Fund, Research Foundation Funds, and University Advancement endowed and non-endowed funds.
• Reconcile and maintain all funds based on university and state policies and procedures.
• Analyze budget information, address issues, and initiate corrections via University software and tools.
• Develop and implement policies, procedures, and systems for efficient operations.
• Prepare periodic, mid‑year, and year‑end budget projection reports.
• Audit travel reimbursements, monitor recruitment events budget.
• Serve as Property Manager and oversee scholarships, including tracking, establishing, and processing awards.
• Resolve staffing issues, prepare evaluations, monitor work performance.
• Track and approve payroll, time taken, and HR expense adjustments.

• Ability to communicate with constituents in a professional and respectful manner.
• Knowledge of State, CSU, and University policies and procedures in order to provide expertise and leadership.
• Knowledge and ability to analyze, interpret, compile, apply, integrate, and present complex data and information.
• Knowledge and ability to advise management regarding policies, procedures, and the impact of data at hand.
• Knowledge and ability to apply CSU and FIRMS‑GAAP accounting principles.
• Knowledge of organizational and operating structures and functional areas, and their impact on campus and off‑campus structures.
• Ability to use multiple application systems and databases for data analysis, research, report preparation, and execution of projects.
• Excellent written and verbal communication skills across multiple formats.
• Ability to inform, negotiate, persuade, and achieve goals.
• Ability to work strategically under minimal supervision.
• Knowledge and skill in project management.
• Ability to provide work lead direction to administrative staff.
• Ability to address issues using research and analysis to provide solutions.

• A bachelor's degree and/or equivalent training.
• Four years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

• Demonstrated success with financial and audit projects, from planning through reporting, with a strong background in data analysis within a higher education or complex organizational setting.
• Experience with CSU systems, including CSU financial, travel, and procurement policies, or comparable higher education/state systems.
• Experience developing and monitoring grant pre‑award and post‑award budgets, endowments, and scholarships, including financial tracking, reporting, and liaison responsibilities.
• Proficiency in People Soft/Oracle, OnBase, Adobe, Google Workspace, MS Office, Docu Sign, and other database/administrative support tools.
• Experience preparing and analyzing complex budget projections, including forecasting revenues, mandatory costs, and expenses.

Classification:
Administrative Analyst/Specialist – Exempt II

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