Administrative Specialist (AA/S EIII)

Job Description:

Administrative Specialist (AA/S EIII)

Description

• • Position Summary
  • (Classified as: Administrative Analyst/Specialist III, Exempt)
    Full-time temporary position available on or after November 3, 2025 and ending on or before November 6, 2026 in Student Leadership, Engagement, and Belonging. Appointment will be made for one year from date of hire with the possibility of reappointment and/or becoming permanent based on budget, department needs, and job performance.
    
    Under the general direction of the Executive Director, the Administrative Specialist provides advanced administrative, operational, and analytical support to the Student Leadership, Engagement, and Belonging department. While the position primarily supports the functional areas of Registered Student Organizations) and Greek Life, in collaboration with the Assistant Director and Student Services Professional’s, the incumbent also contributes to the overall coordination, communication, assessment, and financial operations of the department, including programs focused on diversity, leadership, wellness, service, and cultural engagement.
    
    The Administrative Specialist independently manages and improves internal systems related to budgeting, procurement, compliance, event planning, data tracking, and communication across multiple program areas. The position serves as a central liaison to various campus units such as Risk Management, Procurement, Student Financial Services, ASI, IT, Facilities, and Event Services. The role requires strong judgment, discretion, and a proactive approach to streamlining processes, supporting student-centered service delivery, and ensuring compliance with university and CSU policies. The incumbent plays a key role in advancing the department’s strategic priorities and goals related to student engagement, leadership, and belonging.
    
  • Job Duties
  • Duties include but are not limited to:
    • Perform a wide range of financial functions including budget development, accounting, reconciliation, financial controls, compliance monitoring, and system operations.
    • Monitor complex systems of departmental and student organization accounts to provide financial analysis, projections, and resource allocation recommendations.
    • Compile and maintain financial documentation.
    • Perform continuous budgetary control and draft written justifications and summaries for program budgets and expenditures.
    • Oversee annual and mid-year multi-fund budget reports and prepare year-end financial projections.
    • Ensure all accounts and programs function in full compliance with reporting and reconciliation requirements.
    • Recommend and implement financial account system structures within university and ASI financial systems.
    • Create and manage workflows to support compliance in requisitions, direct pays, journal entries, contracts, and travel.
    • Systematize communication and training strategies.
    • Provide regular training and consultation to student clubs, Greek organizations, and staff.
    • Serve as a liaison to Procurement, ASI Finance, Risk Management, and Student Financial Services to troubleshoot issues and support timely processing.
    • Coordinate a full range of integrated administrative and technical operations across SLEB, with a primary focus on RSOs and Greek Life, and secondary support to other functional areas.
    • Manage workflows for registration, compliance, travel authorization, advisor verification, and student engagement platforms (e.g., Presence).
    • Implement regulatory requirements and update departmental procedures, policies, and internal control documents.
    • Coordinate review and implementation timelines, notification cycles, and internal approval/consultation processes.
    • Serve as a central liaison between SLEB and other departments.
    • Convene and chair or co-chair department meetings, working groups, or discussion forums.
    • Prepare agendas, gather materials, and coordinate logistics for department-sponsored meetings, trainings, retreats, and working sessions.
    • Lead departmental communications strategy including website updates, social media, signage, and email campaigns.
    • Ensure alignment with university branding and accessibility standards in all internal and external communications.
    • Respond to inquiries from students, staff, and faculty on behalf of leadership as needed, using discretion and strong customer service.
    • Handle sensitive and confidential communications and data with professionalism and integrity.
    • Provide direct administrative support to the SSP IV and other SLEB leadership staff, including calendar coordination, records management, and project logistics.
    • Contribute to the development and testing of the department’s business continuity and emergency operations plans.
    • Oversight of onboarding, training, and mentorship of administrative support staff and student assistants.
    • Provide comprehensive logistical and operational support for departmental and student-led programs, including involvement fairs, trainings, retreats, and recognition events.
    • Collaborate with staff and student leaders to ensure event planning aligns with financial, risk, and campus compliance requirements.
    • Coordinate event-related documentation and processes, including space reservations, vendor forms, travel requests, contracts, catering, and promotional materials.
    • Serve as a key support for large-scale programs such as cultural and affinity graduations, the Warrior Leadership Conference, and DEIB initiatives.
    • Develop and maintain event planning tools such as checklists, timelines, submission trackers, and standard operating procedures.
    • Train student leaders and new staff on event planning procedures and campus expectations.
    • Track event participation, collect evaluation data, and support post-event reporting and continuous improvement efforts.
    • Provide cross-functional event support to other areas of SLEB when needed, especially during high-volume or campuswide initiatives.
    • Coordinate the department’s assessment activities, including program evaluation, strategic goal alignment, and student learning outcome tracking.
    • Recommend assessment practices such as logic models, accreditation standards, and engagement metrics tailored to specific SLEB programs.
    • Develop and maintain systems for data collection, tracking, and use (e.g., training completion, registration compliance, event attendance).
    • Coordinate the department assessment process, including convening the evaluation team, educating members on the tool, guiding the review process, and supporting the post-evaluation action plan and timeline.
    • Analyze institutional goals and implementation plans; support department progress monitoring and suggest changes to timelines or activities as needed.
    • Collaborate with the Executive Director and SSP IV to align assessment with GI 2025 goals and strategic initiatives.
    • Design, distribute, and analyze qualitative and quantitative data tools (e.g., surveys, focus groups, staff satisfaction tools).
    • Generate reports and data summaries for internal use, campus reporting, and institutional effectiveness submissions.
    • Maintain accurate databases and dashboards using tools such as Excel, Presence, and Qualtrics.
    • May be required to obtain additional training and/or certification as part of professional development, based on department and/or campus needs, to stay current with industry standards.
    • The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this classification.
    • At the direction of appropriate Administrator, may provide support to other functional areas withing departments as needed.
    • May provide lead work direction to other professional or administrative staff.
    • Other duties as assigned.
  • Minimum Qualifications
  • Education/ Experience : Bachelor's degree and/or equivalent training. Administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
  • Preferred Qualifications
  • • Seven years of progressively responsible administrative experience in a higher education or similarly complex organizational setting.
    • Prior experience in a CSU or higher education environment, with familiarity navigating campus systems, structures, and policies.
    • Demonstrated experience with budget and financial management, including oversight of multi-fund or multi-line budgets, grants, and financial reporting.
    • Experience providing leadership, guidance, or oversight for multiple groups, committees, or organizations (e.g., registered student organizations, Greek Life, or equivalent).
    • Experience with program and event planning, particularly large-scale, multi-stakeholder, or high-visibility events.
    • Experience conducting program or service evaluation and assessment, including use of data to drive improvements and inform strategic decisions.
    • Proficiency with campus administrative and data systems (e.g., PeopleSoft/CHRS, 25Live, Presence, Qualtrics, Excel, Tableau).
    • Experience preparing high-level reports, policy briefs, &d executive-level presentations.
    • Familiarity with data analytics & data-informed practices, with the ability to extract, interpret, & present relevant data for compliance, decision-making, and reporting.
  • Knowledge, Skills, Abilities
  • • General knowledge & skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, & methods.
    • Demonstrated ability to establish & maintain effective working relationships within & outside the work group & serve as a liaison for the organizational unit.
    • Thorough knowledge of policies, procedures, & outside regulations pertaining to the applicable program and/or administrative specialty.
    • Working knowledge of operational & fiscal analysis and techniques.
    • Working knowledge of budget policies & procedures.
    • Ability to take initiative & independently plan, organize, coordinate, & perform work in various situations where numerous & diverse demands are involved.
    • Skill in the research, development & evaluation of policies and programs, including skill in the collection, evaluation, & interpretation of data to develop sound conclusions and make appropriate recommendations.
    • Expertise in investigating and analyzing problems with a broad administrative impact & implications.
    • Ability to make independent decisions & exercise sound judgment.
    • Ability to train others on new skills & procedures & provide lead work direction.
    • Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations.
    • Demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management.
    • Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
    • Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions.
    • Ability to work with representatives from public and private entities and handle potentially sensitive situations. Demonstrated consultative skills in working with internal and external constituent groups.
    • Ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus.
    • Extensive and in-depth knowledge of and ability to apply expertise in the advanced theories, principles, methods and practices associated with the functional specialty, program, and/or organizational unit, including applicable internal policies and procedures and pertinent laws and regulations. Laws and regulations are highly complex and require substantial judgment and discretion in interpreting and applying them to the specialty or program area. Incumbents at this level often may have certification in a specialty area.
    • Substantial and broad knowledge of public and private entities including their organizational and operating structures, internal systems, and functional areas, as well as the impact of critical external entities on an organization. Ability to integrate and apply this knowledge to anticipate problems and assess the impact of proposed solutions on various organizational areas.
    • Extensive and in-depth knowledge in project management including research and analytical methodologies. Ability to interpret and integrate complex data and information to formulate appropriate courses of action which have broad and far-reaching impact.
    • Ability to understand and analyze complex problems from a future-oriented & broad interactive perspective & readily develop proactive solutions that integrate strategic goals into tactical operations.
    • Ability to effectively use applicable information systems & applications in analysis, research, & reporting activities and projects.
    • Ability to effectively communicate with & influence high-level & diverse contacts inside and outside of the CSU system.
    • Ability to effectively use all communication methods & formats & to use expertise, as well as persuasion & negotiation skills, to build consensus to achieve short & long-term goals & objectives.
  • Special Conditions
  • Ability to work a flexible schedule (after hours, evenings and or weekends), including campus event as needed.
  • Salary Range
  • Anticipated salary will be $6,970-$7,667 per month plus excellent paid benefits. Salary will depend on the qualifications of the successful finalist. (Full range: $6,970 $13,544 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 15 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, & 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
  • September 18, 2025
  • Criminal Background Clearance Notice
  • Satisfactory completion of a background check (which includes checks of employment records, education records, criminal records, civil records; & 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 https://www.csustan.edu/annual-campus-security-report . 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 CSU is a state entity whose business operations reside within the State of California. The CSU prohibits hiring employees to perform CSU-related work outside California.
    
    The individuals who appear to be the best qualified for this position will be contacted by telephone or email for an interview.
    
    INFORMATION CONTAINED IN THIS ANNOUNCEMENT MAY BE SUBJECT TO CHANGE WITHOUT NOTICE
    
    

Advertised: Sep 04 2025 Pacific Daylight Time
Applications close: Sep 18 2025 Pacific Daylight Time