Administrative Specialist (506011)

  • Stanislaus State
  • Turlock, California
  • Jan 01, 2022
Full Time Clerical and Administrative Support

Job Description

    • Position Summary
    • (Classified as: Administrative Analyst/Specialist, NE)

      Full-time position available on or after January 4, 2022 for Student Affairs.
      Under the general direction of the Associate Vice President for Student Engagement and Wellbeing/Dean of Students (AVP/DOS), the Administrative Specialist will provides specialized administrative support across a broad array of responsibilities related to the delivery of administrative and analytical tasks for units reporting to the AVP/DOS, including: Housing and Residential Life, Warrior Cross Cultural Center, Student Leadership and Development, Campus Recreation, Student Health Center, Psychological Counseling Services, Associated Students, Inc., Student Center, Student Conduct, Basic Needs and Student Care in support of program goals. The position is also the Maxient software administrator, campus Alcohol and Drug free coordinator, and liaison for Clery, VAWA and Title IX inquiries to the AVP/DOS office.

    • Job Duties
    • Duties include but are not limited to:
      • Act as the lead for general matters pertaining to student safety and wellness include intersections to Clery, VAWA/Title IX, and the Drug-Free and Schools and Campuses Act. Collaborate with other departments and divisions as needed.
      • Act as the campus lead, working under AVP/DOS to manage compliance with the Drug-Free and Schools and Campuses Act. Duties include: - Calendaring and staff support for committee meetings - Completion of student notifications - Ensuring student programming aligns with educational outcomes - Communication of compliance requirements and project management to meet deadlines - Compilation of the Biennial report materials from across departments. - Preparation of the draft report for the AVP/DOS
      • Serve as the Maxient software administrator - Maintain expert knowledge of the software. Ensure system is operating as designed, troubleshooting independently and with Maxient representatives as warranted. - Liaison with OIT to ensure system interfaces with PeopleSoft are working correctly. - Create training materials and lead training workshops. - Create data dashboards as needed. - Create and run data reports as needed. - Responsible for approving access to the Maxient system and security access levels.
      • Serve as lead and/or project manager working with units in the AVP/DOS portfolio to implement projects, meet programmatic goals, meet internal and external reporting deadlines, and maintain compliance (CSU, state, and federal regulations).
      • Draft communications on behalf of the AVP/DOS.
      • Create and maintain systems to track the progress of targeted initiatives, operations, goals, priorities across the AVP/DOS portfolio, including: - Personnel management, including submission of performance evaluations, hiring and re-appointment processes, reclassifications, temporary appointments, on-boarding and training - Financial support and review. Work with the AVP/DOS, Directors, and the Senior Budget Analyst to provide financial reports, analysis, and recommendations. - Data collection and assessment in support of student satisfaction, learning outcomes, equity and access gaps, etc. - Support Unit Review, Business Continuity Planning and strategic planning - University Strategic Plan, the Diversity and Inclusion Plan, CSU system initiatives, etc.
      • Interpret and communicate university and systemwide policies and procedures to various constituent groups. Recommend new and/or adaptation to existing processes and procedures, ensuring accuracy and compliance with regulatory requirements.
      • Responsible for maintaining a database of all policies, protocols, procedures, and processes associated with units that report to the AVP/DOS.
      • Receive, prepare, draft, and communicate student death notifications to campus entities, coordinating efforts to ensure adherence to policies and procedures.
      • Attend committee, consortium, and other meetings, acting as the AVP/DOS designee to represent Stanislaus State and brief the AVP/DOS as needed.
      • Perform general clerical functions for the AVP/DOS, including: - Schedule meetings, workshops, retreats using a variety of electronic scheduling tools - Coordinate catering in compliance with university policies and procedures - Complete space reservations for internal and external locations, including audio-visual and site layouts - Provide committee support, prepare meeting materials and write minutes - Coordinate purchasing and travel in accordance with university purchasing and travel policies and procedures for state, sponsored programs/grant, and auxiliary entities
      • Conduct intake and triage of student, parent/family, and community concerns related to the AVP/DOS units exhibiting sound judgment and professional conduct at all times.
      • Serve as part of the Student Affairs central operations team providing support as needed, including but not limited to greeting guests, answering phone calls, receiving mail and correspondences, etc. The incumbent will work collaboratively with VPSA office staff to maintain office support and welcome guests to maintain business operations.
      • Maintain confidentiality and practice the appropriate campus procedures to safeguard sensitive and confidential data.
      • Maintain appropriate record-keeping to inform division leadership.
      • Research and provide student information to AVP/DOS, including enrollment, transcripts, grades, and address information.
      • Receive and route documents for review and approval by the AVP/DOS, ensuring items for review meet policies and are compliant.
      • Develop, coordinate, and communicate internal administrative functions, working collaboratively with VPSA personnel to support division practices and AVP/DOS operations.
      • Other duties as assigned.
    • Minimum Qualifications
    • Education : Bachelor's degree and/or equivalent training OR a combination of education and experience which provides the required knowledge and abilities.
      Experience : Minimum of 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.
    • Preferred Qualifications

      • Previous experience related to student services and programs in a university setting.
      • Demonstrated experience with maintaining multiple electronic calendars.
      • Previous experience in an environment requiring confidentiality.
      • Experience dealing with a confidential filing system.
      • Experience using Maxient and PeopleSoft software.
      • Knowledge of Clery, VAWA, Title IX and Campus Alcohol and Drug Free Act.
      • Experience with data collection, review, analysis and presentation.
      • Experience preparing written reports and presentations.
    • Knowledge, Skills, Abilities

      • General knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods.
      • Working knowledge of general practices, program, and/or administrative specialty.
      • Basic knowledge of and ability to apply fundamental concepts.
      • Working knowledge of budget policies and procedures.
      • Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty.
      • Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
      • Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
      • Ability to organize and plan work and projects including handling multiple priorities.
      • Ability to make independent decisions and exercise sound judgment.
      • Ability to compile, write, and present reports related to program or administrative specialty.
      • Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.
    • Special Conditions
    • CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at:
    • Physical Requirements

      • The functions of this position are usually performed sitting and may include the need to sit or work at a computer terminal for long periods of time on projects, but may involve some amount of time standing.

      • Some amount of stooping, kneeling, bending, crouching, lifting, traveling across campus to other offices or buildings on and off the main campus, carrying, and other movements may be required.

      • Standing and bending is required to do filing or unloading office supplies.
    • Salary Range
    • Anticipated salary will be $3,288 - $3,945 per month plus excellent paid benefits. Salary will depend on the qualifications of the successful finalist . (Administrative Analyst/Specialist, NE full range: $3,288 - $6,347 per month)
    • Compensation & Benefits
    • Commensurate with qualifications and experience. As a member of the 23-campus CSU System, we offer an extremely competitive benefits package that includes, but is not limited to, outstanding vacation, health, dental, and vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 14 paid holidays a year. Link to (Bargaining Unit: 9) Benefits Summary: CSU Employee Benefit Summary
    • How to Apply
    • To be considered, qualified candidates must submit a completed Stanislaus State online employment application, cover letter, and resumé. Applications are accepted electronically only. Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration. To apply online, please click the "Apply Now" button on this page.

      Applications will be processed in accordance with Article 9.3 of the CSU/CSUEU Memorandum of Understanding. Preference will be given to qualified individuals currently employed at CSU Stanislaus in bargaining units 2, 5, 7, and 9 except when it is determined that it is necessary to appoint outside applicants to meet the best interest of the campus by obtaining specialized skills and abilities not available from current employees.
    • Application Deadline
    • OPEN UNTIL FILLED; SCREENING TO BEGIN ON OR AFTER November 29, 2021 (Applications received after the screening date will be considered at the discretion of the university.)

    • Criminal Background Clearance Notice
    • Satisfactory completion of a background check (which includes checks of employment records, education records, criminal records, civil records; and may include motor vehicle records, professional licenses, and sex offender registries, as position requires) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

    • Additional Information
    • Campus & Area
      California State University, Stanislaus serves the San Joaquin Valley and is a critical educational resource for a six-county region of approximately 1.5 million people. The University is fully committed to creating a culture of diversity and inclusion - one in which every person in the University community feels safe to express their views without fear of reprisal. Widely recognized for its quality academic programs, the University has 10 nationally accredited programs and 662 faculty members. 94 percent of full-time faculty holds doctorates or terminal degrees in their fields. The University offers 43 undergraduate majors, 16 master's programs, 7 post-graduate credentials, a doctorate in education and serves more than 10,000 students. New instructional facilities have been built for the unique pedagogy of professional programs, laboratory sciences and performing arts.

      Stanislaus State continues to receive national recognition with its ranking as one of the best 384 colleges in the nation by The Princeton Review. The University was one of 12 public universities in the nation to be recognized by the American Association of State Colleges and Universities for demonstrating exceptional performance in retention and graduation rates. In addition, U.S. News and World Report ranks Stanislaus State in its top 10 among public universities in the West, while Washington Monthly honored Stanislaus State as the West's No. 1 university for the money. Stanislaus State also is recognized as a Hispanic-Serving Institution (HSI) by the U.S. Department of Education.

      Clery Act Disclosure

      Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the annual security report (ASR), is now available for viewing at The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Stanislaus State for the previous three years. A paper copy of the ASR is available upon request by contacting the office of the Clery Director located at One University Circle, Turlock, CA 95382.

      Equal Employment Opportunity

      The university 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. All qualified individuals are encouraged to apply. 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 7/21/17, as a condition of employment.

      Applicants requiring necessary accommodations to the application process may contact the Human Resources Department at (209) 667-3351. California Relay Service is available at (800) 735-2922 voice and (800) 735-2929 TDD. As a federal contractor, we are committed to attracting a diverse applicant pool. Please consider completing the Voluntary Self-Identification of Disability form (your response will not be shared with the search committee) at: Voluntary Self-Identification of Disability PDF Form.

      CSU Stanislaus hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

    • The individuals who appear to be the best qualified for this position will be contacted by telephone or email for an interview.


Closing Date/Time: Open until filled

Job Address

Turlock, California 95382 United States View Map