Administrative Specialist (AA/S EIII)

Full-time temporary position available on or after November 3, 2025 and ending on or before November 6, 2026 in Student Leadership, Engagement, and Belonging. Appointment will be made for one year from date of hire with the possibility of reappointment and/or becoming permanent based on budget, department needs, and job performance.

Under the general direction of the Executive Director, the Administrative Specialist provides advanced administrative, operational, and analytical support to the Student Leadership, Engagement, and Belonging department. While the position primarily supports the functional areas of Registered Student Organizations) and Greek Life, in collaboration with the Assistant Director and Student Services Professional’s, the incumbent also contributes to the overall coordination, communication, assessment, and financial operations of the department, including programs focused on diversity, leadership, wellness, service, and cultural engagement.

The Administrative Specialist independently manages and improves internal systems related to budgeting, procurement, compliance, event planning, data tracking, and communication across multiple program areas. The position serves as a central liaison to various campus units such as Risk Management, Procurement, Student Financial Services, ASI, IT, Facilities, and Event Services. The role requires strong judgment, discretion, and a proactive approach to streamlining processes, supporting student-centered service delivery, and ensuring compliance with university and CSU policies. The incumbent plays a key role in advancing the department’s strategic priorities and goals related to student engagement, leadership, and belonging.

• Perform a wide range of financial functions including budget development, accounting, reconciliation, financial controls, compliance monitoring, and system operations.
• Monitor complex systems of departmental and student organization accounts to provide financial analysis, projections, and resource allocation recommendations.
• Compile and maintain financial documentation.
• Perform continuous budgetary control and draft written justifications and summaries for program budgets and expenditures.
• Oversee annual and mid-year multi-fund budget reports and prepare year-end financial projections.
• Ensure all accounts and programs function in full compliance with reporting and reconciliation requirements.
• Recommend and implement financial account system structures within university and ASI financial systems.
• Create and manage workflows to support compliance in requisitions, direct pays, journal entries, contracts, and travel.
• Systematize communication and training strategies.
• Provide regular training and consultation to student clubs, Greek organizations, and staff.
• Serve as a liaison to Procurement, ASI Finance, Risk Management, and Student Financial Services to troubleshoot issues and support timely processing.
• Coordinate a full range of integrated administrative and technical operations across SLEB, with a primary focus on RSOs and Greek Life, and secondary support to other functional areas.
• Manage workflows for registration, compliance, travel authorization, advisor verification, and student engagement platforms (e.g., Presence).
• Implement regulatory requirements and update departmental procedures, policies, and internal control documents.
• Coordinate review and implementation timelines, notification cycles, and internal approval/consultation processes.
• Serve as a central liaison between SLEB and other departments.
• Convene and chair or co-chair department meetings, working groups, or discussion forums.
• Prepare agendas, gather materials, and coordinate logistics for department-sponsored meetings, trainings, retreats, and working sessions.
• Lead departmental communications strategy including website updates, social media, signage, and email campaigns.
• Ensure alignment with university branding and accessibility standards in all internal and external communications.
• Respond to inquiries from students, staff, and faculty on behalf of leadership as needed, using discretion and strong customer service.
• Handle sensitive and confidential communications and data with professionalism and integrity.
• Provide direct administrative support to the SSP IV and other SLEB leadership staff, including calendar coordination, records management, and project logistics.
• Contribute to the development and testing of the department’s business continuity and emergency operations plans.
• Oversight of onboard