The California State University · 3 months ago
Administrative Services Specialist
San Jose, CA
Full-time
Onsite
Mid, Senior Level
$5,314/mo - $7,741/mo
4+ years expThe California State University is seeking an Administrative Services Specialist to provide leadership and business solutions for their complex online and in-person programs. This role involves overseeing financial and operational aspects of the School, offering support to senior management, and serving as a technical advisor for strategic objectives.
EducationHigher EducationUniversities
No H1B
Responsibilities
Oversee complex department financial information for various funds including Operating Fund, PaCE Fund, Trust Fund, SSETF Fund, Research Foundation Funds, and University Advancement endowed and non-endowed funds
Reconcile and maintain all funds based on university and state policies and procedures
Analyze budget information, address issues, and initiate corrections via University software and tools
Develop and implement policies, procedures, and systems for efficient operations
Prepare periodic, mid-year, and year-end budget projection reports
Audit travel reimbursements, monitor recruitment events budget
Serve as Property Manager and oversee scholarships, including tracking, establishing, and processing awards
Resolve staffing issues, prepare evaluations, monitor work performance
Track and approve payroll, time taken, and HR expense adjustments
Qualification
Required
A bachelor's degree and/or equivalent training
Four years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs
Ability to communicate with constituents in a professional and respectful manner
Knowledge of State, CSU, and University policies and procedures in order to provide expertise and leadership
Knowledge and ability to analyze, interpret, compile, apply, integrate, and present complex data and information
Knowledge and ability to advise management regarding policies, procedures, and the impact of data at hand
Knowledge and ability to apply CSU and FIRMS-GAAP accounting principles
Knowledge of organizational and operating structures and functional areas, and their impact on campus and off-campus structures
Ability to use multiple application systems and databases for data analysis, research, report preparation, and execution of projects
Excellent written and verbal communication skills across multiple formats
Ability to inform, negotiate, persuade, and achieve goals
Ability to work strategically under minimal supervision
Knowledge and skill in project management
Ability to provide work lead direction to administrative staff
Ability to address issues using research and analysis to provide solutions
Preferred
Demonstrated success with financial and audit projects, from planning through reporting, with a strong background in data analysis within a higher education or complex organizational setting
Experience with CSU systems, including CSU financial, travel, and procurement policies, or comparable higher education/state systems
Experience developing and monitoring grant pre-award and post-award budgets, endowments, and scholarships, including financial tracking, reporting, and liaison responsibilities
Proficiency in PeopleSoft/Oracle, OnBase, Adobe, Google Workspace, MS Office, DocuSign, and other database/administrative support tools
Experience preparing and analyzing complex budget projections, including forecasting revenues, mandatory costs, and expenses
Benefits
San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary.
Company
The California State University
The California State University is the largest system of four-year higher education in the country, with 22 campuses, 56,000 faculty and staff and more than 450,000 students.
10001+ employees
Funding
Current Stage
Late StageTotal Funding
$8.85MKey Investors
DensoNational Endowment for the Humanities (NEH)Dale Carlsen
2024-10-30Grant
2023-01-10Grant· $0.15M
2018-10-26Grant· $2.7M
Leadership Team
Steve Relyea
Executive Vice Chancellor and Chief Financial Officer
Recent News
2025-12-19
East Bay Times
2025-12-10
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