Administrative Operations Specialist (Administrative Analyst/Specialist, Exempt III) - Student Health Services (501882)

  • Cal State University (CSU) San Francisco
  • San Francisco, California
  • Aug 15, 2021
Full Time Administrative Analysis and Research Clerical and Administrative Support Public Health

Job Description

Description:

Working Title

Administrative Operations Specialist

SF State University

San Francisco State 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. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.

Applicants may visit titleix.sfsu.edu for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing vpsaem@sfsu.edu.

San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.

The person holding this position may be 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 as a condition of employment.

This position may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Department

Student Health Services

Appointment Type

This is a one-year probationary position.

Time Base

Full-Time (1.0)

Work Schedule

Monday through Friday; from 8:00am to 5:00pm

Anticipated Hiring Range

$5,908 to $7,000 per month ($70,896 to $84,000 annually)

Salary is commensurate with experience.

Position Summary

Under the general supervision of the Director of Student Health Services (SHS), the Administrative Operations Specialist (AOS) works collaboratively with and as a member of the SHS Leadership Team*. The incumbent supports a broad range of health care operations and administration, with a particular focus on department financials**, including budget planning, forecasting and reporting; and requisitioning and payment activities. Other duties involve support for information technology, website development and content, electronic health records (EHR), accreditation, basic and augmented services, facility, security, staffing and human resources. In supporting day to day business operations, the AOS identifies and helps to address emerging problems and participates in developing quality business operations solutions consistent with campus policies, department priorities, and relevant regulations. The incumbent uses effective communication and attention to numbers and details to guide SHS business functions and the work of staff. Support includes coordinating and improving department financial operations, interpreting priorities, upholding expected standards, identifying resource or training needs, and supporting effective department-wide understanding and cooperation. The AOS supports common sense policies and procedures, tracks vendor contracts, monitors financial processes and reconciliation, and prepares reports. The incumbent will often be involved in helping to address problems of a sensitive nature, aiming to achieve effective individual, team, departmental, and campus results.

**The incumbent will also support budget planning, forecasting, and reporting for Counseling & Psychological Services and Health Promotion & Wellness, which are the two other Student Health Service Fee (SHSF) funded units.

Position Information

The AOS works in monitoring and leading SHS day-to-day administrative operations consistent with priorities and strategic plans across three key, integrated job function areas.
General Administrative, Business, and Financial Functions
  • Leads business innovation and process improvement efforts, developing new strategic approaches and solutions.
  • Leads the development of annual self-support budgets and related budget cycle processes for all SHSF-funded units and guides other SHSF-funded units with financial processes.
  • Oversees and approves effective and timely requisition and reimbursement processes.
  • Oversees vendor contracts and prompts vendor or campus partners when issues need addressing.
  • Supervises student assistant team, including coordination of their confidential tasks (e.g., handling, collating, analyzing, creating and redirecting confidential communications and documents including those related to student complaints).
  • Organizes, facilitates, documents, and creates broad amount of required, ongoing staff training, keeping SHS in compliance, managing risk, and improving services.
  • Ensures compliance with campus-related safety issues and required staff safety training; staff liaison with contracted security vendor(s).
Program Administration & Management
  • Maintains knowledge/expertise on existing/proposed changes in all regulations; interprets and applies relevant laws, regulations, codes and standards, including making recommendations for work environment changes based on interpretations of legal and regulatory requirements governing SHS operations.
  • Serves as a high-level individual contributor providing expertise and functional leadership and oversees day-to-day operations and provides lead work direction to other professional and/or technical staff. Accountable for short- and long-term goals and objectives.
  • Serve as the key contact and maintains high-level and diverse contacts within the university system and with outside entities and agencies.
  • Designs new and/or recommends improvements to existing processes and procedures using advanced research and analytical skills.
  • Reviews and makes necessary operational changes in response to Accreditation Association for Ambulatory Health Care (AAAHC) accreditation requirements and processes.
  • Leads and implements highly complex projects and business solutions. (e.g., AAAHC accreditation, student engagement, staff credentialing, and compliance with CSU executive orders).
  • Uses substantial judgment in the analysis, interpretation, integration, and application of complex data and information, and leads the subsequent development of policies and procedures in collaboration with the HAL.
Administrative Specialties
  • Leads systems planning, development, and administration; office automation planning and coordination; report creation and data analysis of clinical processes and systems to support effective and innovative improvements.
  • Supports staff credentialing, and privileging; triennial AAAHC re-credentialing; staff Cal-OSHA re-credentialing; California Dept. of Public Health and SF Department of Health cooperation; and HIPAA, FERPA, CMIA, and emergency preparedness training.
  • Establishes measurable objectives / plans to implement strategic process improvement solutions.
  • Develops and implements surveys and other tools to gather data (e.g. student feedback) and analyze SHS operations and systems (e.g. EHR).
  • Performs root cause analyses using data including SHS incident reports.
Other Duties as Assigned
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 involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
  • 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 and broad interactive perspective and readily develop proactive solutions that integrate strategic goals into tactical operations.
  • Ability to effectively use applicable information systems and applications in analysis, research, and reporting activities and projects.
  • Ability to effectively communicate with and influence high-level and diverse contacts inside and outside of the CSU system.
  • Ability to effectively use all communication methods and formats and to use expertise, as well as persuasion and negotiation skills, to build consensus to achieve short and long-term goals and objectives.

Preferred Qualifications
  • Thorough knowledge of SHS policies, procedures, and applicable SF State and California State University (CSU) policies, AAAHC accreditation standards, and state and federal regulations affecting SHS administration and operations.
  • Extensive experience in managing complex budget planning, reporting, and reconciling.
  • Proficiency with SHS practice management program Point and Click Solutions, including its report development tools.
  • Experience hiring, training, mentoring, and supervising student assistants.
  • Experience in facilitating students' feedback, including use of CSU Survey, and the SHS system for resolving complaints and grievances.
  • Bachelor's degree and/or equivalent training or administrative work experience involving study, analysis, and evaluation leading to improvement of administrative processes and protocols.
  • Computer proficiency: Microsoft Office, Adobe Suite, Drupal and the template design and analytical functions of SHS practice management/EHR application Point and Click Solutions.
  • Critical thinking, organizational, and supervisory skills, independent judgment, and the ability to work with team and collaborate with other staff.
  • Ability to take initiative and independently plan, develop, and organize programmatic support to organization.
  • As a condition of employment and continued employment, must be able to maintain strict adherence to indicated level 1 and HIPPA standards.

Core Competencies - embody the following competencies:
  • Bias toward collaboration and teamwork.
  • Effective communication skills.
  • Customer/Client Focus with an emphasis in problem solving and resolution.
  • Personal effectiveness and credibility as demonstrated by interpersonal and professional confidence.
  • Diversity and inclusion.

Environmental/Physical/Special

Incumbent has their own work space and must be able to work effectively with a variety of individuals. Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, and staff. Incumbent may work some evenings and weekends and may need to work remotely as assigned.

Pre-Employment Requirements

This position requires the successful completion of a background check.

Eligibility to Work

Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.

Benefits

Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.

We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employee.

CSUEU Position

Eligible and qualified on-campus applicants, currently in bargaining units 2, 5, 7, and 9 are given hiring preference.

Additional Information

SF STATE IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS).

The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.

Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time.


Closing Date/Time: July 11, 2022

Job Address

San Francisco, California 94132 United States View Map