- Position Summary
- (Classified as: Administrative Analyst/Specialist I, Non-Exempt)
Full-time temporary position available on or after October 1, 2021 and ending on or before May 20, 2022 in Basic Needs. (Possibility of reappointment based on budget, department needs, and job performance.)
The Care Specialist provides administrative and operational support to the Student COVID-19 Care unit within the Basic Needs Department. Under the general supervision of the Care Manager, the incumbent works independently managing finances, creating and adapting policies and procedures, overseeing reporting and compliance, working with communication and messaging, handling personnel matters and timekeeping, overseeing program assessment, managing grants, contract and MOU agreements and the over general training for members of the Student COVID-19 Care unit. Working as part of a team, the Care Specialist supports the overall institutional COVID-19 response and provides general support to the Basic Needs portfolio as needed.
- Job Duties
- Duties include but are not limited to:
- Responsible for oversight of the Department's office operations ensuring that it operates in a productive and professional manner. The Analyst will ensure that front desk/student assistants are meeting department needs and operating in a professional manner. Provide a safe working environment.
- Serve as part of the COVID-19 Care and Basic Needs team, assist in the development and implementation of the departmental strategic plan. Assist with the development and collection of data for departmental programs.
- Assist the Care Manager with evaluating, making recommendations and implementing changes to guidelines, procedures and policies that support the COVID-19 Care unit and basic needs processes.
- Assist in offering diverse, high-priority student engagement, and experiential programs and events for the university community. Provide administrative and personal support to ensure successful activities.
- Responsible for coordinating COVID-19 Care and Basic Needs events and coordinate with the COVID-19 Care Assistant for the overall scheduling of events, corresponding equipment requests, set-up, and requirements of the programs.
- Manage and oversee events such as Noontrition: LIVE Food Demonstrations, National Hunger & Homelessness Awareness Week, CalFresh Outreach Week, etc. and work collaboratively with campus partners.
- Develop and oversee the utilization of events and student records. Process liability waivers and monitor unit programs and events for department.
- Prepare semester and annual reports demonstrating evidence of departmental, project and program accomplishments.
- Develop manuals to assist in training and implementation of programs, policies, and procedures.
- Responsible for the analysis, design, implementation, and evaluation of various administrative systems to support organizational operations and the creation of policies and procedures that will support office operations and program development. Responsible for advising the Care Manager on all policy and procedures related to personnel, budgets, and related operational functions to meet programmatic goals.
- Act as an internal and external resource on policy and procedural matters which may include leading or coordinating projects involving internal and external parties.
- Responsible for office and departmental systems planning, development and administration, oversight of equipment needs, facilities planning and administration, and contract administration.
- Monitor Memorandum of Understandings and negotiate agreements with off-campus constituents.
- Coordinate monthly reporting and analytics to be shared out with broader campus community.
- Assist Care Manager with Emergency Operations and develop a manual, supporting documents, and compliance plans.
- Oversee and maintain the daily operation of Warrior Connect and serve as primary liaison to the Warrior Connect management system lead. Provide system support to students and staff. Create status reports and dashboards.
- Assist Care Manager with personnel recruitment, hiring and onboarding and serve as the timekeeper for COVID-19 Care unit and basic needs.
- Serve as department liaison with HR for hiring and volunteer needs.
- Train and provide lead work direction for COVID-19 Care unit and ensure reporting, processes and trainings are in compliance with all local, state and federal requirements.
- Assist Care Manager with performance evaluation of administrative staff by providing feedback on performance.
- Develop, plan, track and document professional annual training for the department to meet compliance and education goals.
- Recruit, hire, train, supervise, and evaluate student assistants, work study students, and student interns. Needed for the implementation and management of the COVID-19 Care and Basic Needs events and programs.
- Maintain confidential personnel files, absence reports, and other employment records for the office.
- Process personnel forms, contacts, and other documents as needed.
- Maintain Department budget and financial resources records. Responsible for the initiation, analysis, review, reporting, budget problem solving, and budget recommendations to the Care Manager. Serve as liaison with the Student Affairs budget officer, university foundation, university budget office, and department staff.
- Prepare and coordinate the mid-year budget review and annual budget reports for the Care Manager, Student Affairs, and University Budget Office.
- Track, reconcile, analyze, and report monthly, quarterly and annually on all departmental and programmatic revenues and expenditures for all accounts.
- Maintain updated unallocated funds spreadsheet for the Care Manager.
- Prepare all procurement and travel requests, as well as P-Card and Travel P-Card reconciliation.
- Responsible for all Requisitions, Direct Pays, and other forms of payment.
- Monitor accuracy of payroll reports and address issues as necessary.
- Provide budgetary direction and training to departmental staff as required.
- Make purchases for the COVID-19 Care Unit and Basic Needs office, including: Preparation of requisitions, direct pays, and other forms. Staples and Marketplace ordering accounts. Preparation of purchasing and travel card monthly reconciliations and reports. Holds and maintains ProCards with multiple chart strings for all purchases.
- Develop, monitor and track grant database including: timelines, budget, scope, outcomes, reporting outcomes, etc.
- Assist Care Manager with compiling analytics, budgets, narratives, and documents for all grant proposals.
- Prepare and maintain records of database and prepare files for all foundation and prepare reports to maintain track of all grant activities. Evaluate all grant proposals, administer all terms and conditions and ensure compliance to standards.
- Maintain record of all grant expenditures.
- Coordinate with Care Manager and Care Team to prepare appropriate reports for all funders, work within deadline and ensure compliance to all contracts.
- Collaborate with accounting departments, prepare financial budget and ensure adherence to all federal and state rules.
- Perform all federal and state audits on all grant related information and prepare all reports for all expenses.
- Provide day to day supervision and support of the Care peers/ambassadors.
- Maintain and develop position description for care peers, care ambassadors, interns and student assistants.
- Lead recruiting for 2-20 care peers/ambassadors as needed throughout the year. Hires, supervises and coordinates student care peer/ambassadors work activities to provide assistance to others in the department.
- Onboard and train peers & ambassadors to assume responsibility for select projects and ongoing work.
- Managing peer work schedules and payroll with awareness of work study budget and other budget factors.
- Provide support and guidance to peers to resolve barriers to completing their work.
- Oversee the peers' work to ensure a high level of quality and productivity. Each semester, complete performance evaluations as necessary for peers, ambassadors and interns.
- Lead weekly meetings with COVID-19 Care unit staff.
- Contribute to general COVID-19 Student Care Support and Basic Needs day-to-day operations.
- Assist and participate in the formulation and implementation of organizational goals and objectives.
- Collect data for the annual evaluation. Participate in department meetings.
- Engages in professional development and training as appropriate.
- Represent the university and Basic Needs at conferences, professional development workshops, training and meetings.
- Serve on Department, Division and campus-wide committees as a Basic Needs representative as needed.
- Ensure up-to-date maintenance of required documentation, web-based resources, reports and student records in accordance with university policies, government regulation and accreditation standards.
- Supports the University, Division and Department's missions and goals.
- Contributes to a department and campus climate that fosters collaboration/cooperation and appreciates of diversity.
- Incorporate health equity, social justice, cultural humility, and diversity concepts and principles into all work.
- Other duties as assigned.
- Minimum Qualifications
- Education : Bachelor's degree and/or equivalent training OR a combination of education and experience which provides the required knowledge and abilities.
Experience : Minimum of two 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
- Through knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialists, including pertinent laws and regulations.
- Working knowledge of procedures and practices related to services to students.
- Demonstrated experience work with grant proposals, budgets, tracking and reporting.
- Demonstrated experience with budget analysis, and the ability to oversee the department's budget.
- Demonstrated experience in planning and implementing programs and events.
- Demonstrated knowledge of and Proficiency with Mac, Windows, iOS, and/or Android operating systems.
- 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 system analysis, statistical and research methods and the ability to interpret and evaluate results to develop sound conclusion and recommend new or revised policies.
- Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles.
- Ability to apply independent judgment, discretion and initiative to address problems and develop practical solutions.
- Ability to work with representative from public and private entities and handle potentially sensitive situations.
- Ability to supervise and train permanent and student employees.
- Required Qualifications
- General knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods.
- Working knowledge of general practices, program, and/or administrative specialty.
- Basic knowledge of and ability to apply fundamental concepts.
- Working knowledge of budget policies and procedures.
- Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty.
- 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 organize and plan work and projects including handling multiple priorities.
- Ability to make independent decisions and exercise sound judgment.
- 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.
- Physical Requirements
- The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Required to travel across campus to other offices or buildings frequently.
- Some weekend and evening work required.
- Likely to be seated for long periods of time and spend a good portion of work time using a computer.
- Ability to travel between Turlock and Stockton campuses.
- Ability to lift, move and/or carry up to 50 pounds; push 100 pounds on a cart.
- Salary Range
- $3,288 - $6,347 per month plus excellent paid benefits. (Anticipated salary will be $3,288 - $3,945 per month, depending on the qualifications of the successful finalist.)
- 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 14 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, and 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
- OPEN UNTIL FILLED; SCREENING TO BEGIN ON OR AFTER AUGUST 24, 2021. (Applications received after the screening date will be considered at the discretion of the university.)
- Criminal Background Clearance Notice
- Satisfactory completion of a background check (which includes checks of employment records, education records, criminal records, civil records; and 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 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
Closing Date/Time: Open until filled