Assistant to the AVP & Dean of Students (Administrative Analyst/Specialist - Exempt II) - Division of Student Life

Position Summary

The Administrative Analyst / Specialist II in the Division of Student Life (DSL) and Dean of Students (DOS) Office is responsible for providing senior-level organizational management and administrative / clerical support to the areas supervised by the Associate Vice President (AVP) for Student Life and Dean of Students and providing administrative support for the Associate Dean and Assistant Dean of Students.

The incumbent’s duties and responsibilities are performed independently under the general supervision of the AVP & DOS within established department guidelines and policies.

This position makes decisions based on precedent, adherence to policy and guidelines, and in consultation with the AVP & DOS in unusual or unique circumstances.

This position calls for a maturity in judgment and the ability to work with a diversity of students, faculty, staff, parents, alumni, and several other various constituents.

Position Information

Office Management & Divisional Operations

• Manages and supports the administrative operations, programs, and services of the Division of Student Life (DSL) and the Dean of Students (DOS) Office.
• Support administrative operations for key divisional areas / departments throughout seasonal student life programming (e.

g., new student orientation, GatorFest!, student staff onboarding, etc.) including : Provides planning, leadership, and oversight to sharing policies and procedures related to the division and office areas, divisional purchasing / procurement, divisional staff travel, student and staff payroll, office management, and program support.

• Serving as the Procurement liaison for the Division; maintaining status updates on contracts and procurement policies to facilitate timely approvals and vendor contracts ahead of DSL events, programs, and contract renewals.
• Provide administrative support for a centralized calendar of divisional events and programs, share and distribute divisional marketing, communications, and student messaging.
• Provide administrative support of office and campus special events, set-up event equipment and decorations, order food and beverages and supplies, prepare agendas, and other documents / presentations.
• Refer a volume of student, parent, faculty, and staff inquiries to appropriate departments and collaborate with departments and campus partners on programs, initiatives, and issues.
• Assist with Deceased Student Protocol and Notification.
• Assist with coordinating, drafting, and sending memos for DSL operations.
• Supervise one or more student assistant(s) and provide on-going training and coaching.
• Serve as back-up to verify I-9 Employment Eligibility Verification for all SFSU students, update Student Center Indicators, and maintain verification files.
• Administer conduct and grade qualification checks for Associated Students (AS) current and potential board members.
• Assist with property inventory for the division and office.
• Troubleshoot telephone, computer, and / or printer issues and ensure systems are properly functioning.

Communication & Collaboration Coordination

• Assists the AVP & DOS and the Leadership Team (managers and directors of DSL) in day-to-day operations, communications, meetings, memos, minutes, and divisional initiatives.
• Works collaboratively with the departments within the DSL and DOS areas, SAEM, and University faculty and staff to enhance interdepartmental, intradepartmental, and interpersonal communications and decision making.
• Acts as a liaison between the departments within the DSL and DOS areas and the Office of the Vice President for SAE.
• Support strategic coordination on AVP & DOS, Associate Dean and Assistant Dean priorities and communications.
• Communicates with University partners and community stakeholders in consultation with and on behalf of the AVP & DOS.
• Represents the AVP & DOS at various meetings and workshops and maintains a welcoming and professional demeanor and office environment.
• Takes initiative and identifies opportunities to relieve the AVP & DOS of non-critical tasks and issues in collaboration with the Associate Dean and Assistant Dean of Students.
• Prepares meeting files and weekly, monthly, quarterly, or annually reports as requested.
• Update and maintain divisional and office-specific associated websites.
• Manage divisional and office-specific marketing materials and social media profiles and digital brand.

Budget and Personnel Matters Oversight

• Acting as the lead professional when recommending policies relating to cash handling, purchase card (P-Card) transactions, requisitions, drafting University budget reports, and hospitality requests for the Division of Student Life (DSL).
• Interprets budget and human resources policies and makes recommendations to the AVP & DOS and managers / directors within the DSL & DOS areas.
• Assists with DSL area P-Card holders with account management, expense reports, purchase coordination, and cross-department purchasing strategies.
• Reviews human resource protocols, paperwork, and procedures for continuity within the division.
• Oversight and development of a fiscal management system for the DSL & DOS areas.
• Keeps updated checks and balances on all associated DSL & DOS accounts.
• Prepares the DSL & DOS annual budget requests, mid-year financial status reports, and all other mandatory reports.
• Reviews proposed expenditure plans to determine cost allowance and to ensure compliance with University and CSU system policies and procedures.
• Performs research and recommends solutions to any budgetary problems and human resources issues that might arise and ensures effectiveness of those solutions.
• Reconciles and tracks office credit card purchases and expense reports.
• Prepares and track memos, purchase orders, payment requests, expense reports and other departmental forms and documents.
• Oversees the collection and deposits of revenue.

Planning & Event Oversight

• Provides support for DOS & DSL events, programs, and initiatives, including fiscal, planning, event implementation, and assessment.
• Provides support to students and departments regarding organization management and event planning policies and procedures.
• Regularly conducts assessments and surveys creating feedback to provide information to analyze quality of programs, services, satisfaction, and needs assessment.
• Conducts research on benchmarking and best practices and drafts relevant reports.

At all times

• Demonstrates behaviors that are in line with the User Friends Principles (P530C) and Principles of Conduct for a Multi-Cultural University (P30D)
• Demonstrates safe work practices for oneself, others, and the office environment.

Minimum Qualifications

Entry to this classification requires general knowledge and skills in the applicable administrative and / or program field with a foundational knowledge of public administration principles, practices, and methods.

This foundation would normally be obtained through a bachelor's degree and / or equivalent training and administrative work experience involving study, analysis, and / or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

• 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.

Preferred Qualifications

• Bachelor’s degree highly preferred.
• 3-5 years of experience in a higher education or academic setting.
• Senior and / or executive level administrative support experience.
• Experience providing excellent customer service in higher education.
• Bilingual skills highly desirable.
• Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the DSL and DOS office.
• 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 take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands and multiple priorities are involved.
• Ability to make independent decisions and exercise sound judgment.
• Ability to anticipate problems and address them proactively.
• 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.
• Working knowledge of operational and fiscal analysis and techniques.
• Skill in the research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.
• Expertise in investigating and analyzing problems with a broad administrative impact and implications.
• Demonstrated ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus.
• Ability to work with representatives from within and outside the university and handle potentially sensitive situations.
• Ability to train others on new skills and procedures and provide lead work direction.
• Ability to keep calm under pressure in a variety of situations and circumstances.
• Familiarity with Oracle Campus Solutions (CS), OnBase, Qualtrics, Drupal, PeopleSoft, and Maxient.

Environmental / Physical / Special

The incumbent’s duties and responsibilities are performed within established department guidelines and policies. The incumbent has administrative and budgetary influence over key policies, procedures, objectives, short-term and long-term goals of the department.

The incumbent makes decisions based on precedent, adherence to policy and guidelines, and on consultation basis in unusual or unique circumstances with the AVP & Dean of Students and University partners.

The incumbent serves as a key contact for all departments reporting to the AVP & Dean of Students. The incumbent manages sensitive information and situations in a confidential manner.

The position calls for a maturity in judgment and ability to work with a diverse group of students, faculty, and staff. Occasional night or weekend work may be needed, on an adjusted work schedule.

The incumbent performs project leadership and coordination with other administrative support staff in the DOS area. The incumbent provides administrative support to the AVP & Dean of Students including calendar management, purchases, departmental budgets, human resources and project assistance.

The incumbent supervises student personnel.

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