Administrative Services Specialist

Job Summary

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.

Key Responsibilities

• 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

Knowledge, Skills & Abilities

• 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

Required Qualifications

• 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

Preferred Qualifications

• 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 PeopleSoft/Oracle, OnBase, Adobe, Google Workspace, MS Office, DocuSign, and other database/administrative support tools.
• Experience preparing and analyzing complex budget projections, including forecasting revenues, mandatory costs, and expenses

Compensation

Classification: Administrative Analyst/Specialist - Exempt II
Anticipated Hiring Range: $7,059/month - $7,500/month
CSU Salary Range: $5,314/month - $7,741/month

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary .

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:

• Resume
• Letter of Interest

All applicants must apply within the specified application period: October 3, 2025, through October 19, 2025. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

University Personnel
jobs@sjsu.edu
408-924-2252

CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu .

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, 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 offered the position on a contingent basis.

The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.

SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)

All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at clerycompliance@sjsu.edu .

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf . The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at uhs-frontdesk@sjsu.edu .

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

Equal Employment Statement

San José State University is an equal opportunity employer. The university prohibits discrimination based on age, ancestry, caste, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, marital status, medical condition, military status, nationality, race, religion, religious creed, sex, sexual orientation, sex stereotype, and veteran status. This policy applies to all San José State University students, faculty, and staff, as well as university programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus). Reasonable accommodation is made for applicants with disabilities who self-disclose. San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

Advertised: Oct 03 2025 Pacific Daylight Time
Applications close:

• 

• Cal State University (CSU) San Jose

Show more