Administrative Services Manager

Job Summary

The Administrative Services Manager manages the administration of Division personnel and centralized operations of the division in University Advancement. The incumbent implements division guidelines and procedures for the administration of personnel practices and manages the operations and security of the division under the guidance of the Chief Operating Officer (COO) of the Tower Foundation.



Key Responsibilities

• Administer through University Personnel, the division’s human resources functions which includes recruitments and compliance
• Assists the division’s leadership team to develop position descriptions, implement, and manage the division’s human resources processes and recruitments
• Manage annual performance evaluation process for management and staff personnel to ensure compliance for the division
• Serve as a member of the University Personnel Advisory Council
• Update the COO of any deadlines or updates on new processes and policies as they pertain to human resources management
• Maintain a clear understanding of bargaining agreement compliance, GSI, SSI and MSI processes, all staff evaluation processes, classification and equity processes and policies
• Assist in managing complaints and other personnel issues by facilitating connections to appropriate UP Contacts and University Personnel
• Administers and monitors staff payroll process to ensure timely reporting of absence management, evaluations, and position accountability
• Manage divisional infrastructural needs, such as: creating work orders for office repairs; assisting with ergonomic furniture orders and confirming delivery and installation of ergonomic equipment/furniture
• Track technology and equipment checked out by employees for work from home purposes
• Track and order supplies for the division on a monthly basis; ensure storage room is free of dated equipment/office supplies; manage mailroom storage, toners, and printing paper
• Manage the daily operations of the front desk, including assigning administrative assistants to cover breaks and lunch / or full day assistance in advance of planned leaves
• Onboard and supervise student assistants
• Ensure the Divisions practices due diligence in the development and implementation for safety and security services that provide a safe environment for staff, students, and visitors
• Manage security of spaces including management of facility access, key and cad access approvals
• Oversees maintenance of division-level contact information for university and external partners such as directories and extended zip-codes
• Provide oversight and leadership for space allocation/renovations
• Support the football hospitality operations during the fall semester

Knowledge, Skills & Abilities

• Ability to interpret policies and integrate complex data and information to formulate appropriate courses of action which have broad and far-reaching impact
• Ability to perform accurately in a detail-oriented environment
• Ability to handle multiple work priorities, organize and plan work and projects.
• Excellent computer skills in a Microsoft Windows environment; must include skills in database management and record keeping
• Working knowledge with planning, implementing, and evaluating complex projects with appropriate input from stakeholders
• Strong verbal and written communications skills and demonstrated ability to write clearly and persuasively; professional and congenial demeanor, high level of motivation, integrity and commitment
• Ability to work independently and in a collaborative team environment; demonstrated ability to build and maintain relationships
• High level of initiative, attention to detail and organization skills
• Ability to successfully direct multiple projects on tight deadlines and under pressure
• Ability to define and solve problems in both a strategic and tactical manner; collect data, establish facts and draw valid conclusions; use good judgment in making logical and sound decisions
• Ability to provide direction, and to motivate, develop and educate professional and support staff through communication, modeling appropriate behavior, optimism and high achievement
• Ability to work effectively in a large, fast-paced, complex and dynamic organization

Required Qualifications

• Bachelor’s Degree
• Three years of directly related experience
• Experience with human resource management
• Experience supporting administrative functions of a large department

Preferred Qualifications

• Bachelor's or master’s degree in higher education administration, public administration, or another field related to human resource management
• Seven to ten years of progressive related experience
• Previous experience supervising or serving as a work lead
• Experience with federal, state and local laws and an understanding of CSU policies and procedures related to human resources
• Experience managing and prioritizing multiple work assignments simultaneously
• Higher education experience

Compensation

Classification: Administrator ll
Anticipated Salary Range: $9,000/month - $10,000/month
CSU Salary Range: $4,583/month - $14,713/month

The final hiring salary will be commensurate with experience.

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: December 9, 2022 through January 8, 2023 . 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 requires faculty, staff, and students who are accessing campus facilities to be fully vaccinated against the COVID-19 virus (including all booster doses of an approved vaccine for which an individual is eligible per current CDC recommendations) or declare a medical or religious exemption from doing so. As a condition of employment, any candidates advanced in a currently open search process should be prepared to comply with this requirement as well as with other safety measures established on the 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 .

Equal Employment Statement

San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff 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).

Advertised: December 09, 2022 (11:00 AM) Pacific Standard Time
Applications close: