Associate Director of Resources and Operations - San Jose California

Company: San Jose State University
Location: San Jose, California
Posted On: 01/23/2025

Job Summary
Reporting to the College of Science (CoS) Director of Resources and Operations, and working closely with the Executive Director of Moss Landing Marine Labs (MLML), the Associate Director of Resources and Operations, functions with autonomy and provides oversight of the MLML state-side, SJSU Research Foundation (SJSURF) and SJSU Tower Foundation budgets, personnel, and operations. The primary responsibilities include budget and fiscal management, personnel, and operations. This position collaborates closely with the CoS Dean's office leadership, and provides guidance and advice to the MLML Executive Director and staff on the efficient use of resources to optimize operation, implements college and campus policies, and serves as approving official with delegated authority. The incumbent works with the MLML Executive Director to oversee the administrative activities and facilities for MLML and supervises key personnel who work on a wide variety of events, programs, activities, and special projects as assigned. The incumbent also works broadly with the leadership and staff in the college and adopts Continuous Process Improvement (CPI) to achieve business optimization and enhance the effectiveness of services offered at MLML.

Key Responsibilities

• Performs fiscal analysis related to budgets, funding, and critical projects for all state, federal, SJSURF and SJSUTF (auxiliary) funding. Provides budget solutions, initiates and provides budget tracking improvement as needed. Ensures appropriate spending of state, federal and foundation funds
  
• Develops and implements processes to audit transactions and resolve discrepancies across accounts
  
• Prepares reports that outline and clarify the financial position of MLML, including state, federal and auxiliary funding
  
• Advises the MLML Executive Director with regards to CSU and SJSU policy and procedures related to budget administration. Creates, brainstorms, and reviews proposed budgets, salaries and personnel actions to ensure conformance with established SJSU guidelines and collective bargaining agreements
  
• Serves a cross functional role as the Appropriate Administrator for multiple staff employees at MLML and as the liaison between MLML and the College, University Personnel, SJSURF and SJSUTF
  
• Plays a key role in organizational management for MLML. Trains, mentors, coaches' staff to maximally fulfill their roles. Performs staff performance evaluations, interprets collective bargaining agreements, reports grievances and complaints, executes disciplinary plans, and manages personnel issues in close consultation with the dean's office and University Personnel
  
• Updates facility databases (faculty office utilization, classroom, administrative and research space)
  
• Works with the MLML Executive Director, Dean's Office Leadership, Office of the Provost and FD&O to manage work orders, deadlines and urgent facilities requests
  
• Partners with FD&O to ensure MLML space data is accurate and collaborates to perform space utilization analysis and studies
  
  
  Knowledge, Skills & Abilities
  
  
  
  • Ability to communicate with constituents in a professional and respectful manner
    
  • Ability to read, analyze, and interpret common technical concepts, reports, and legal documents
    
  • Ability to develop, recommend, and implement techniques and practices to improve the areas of fiscal and personnel responsibility to ensure optimum performance
    
  • Ability to respond to difficult inquiries or complaints from regulatory agencies or members of the university community
    
  • Ability to communicate effectively with a diverse community of faculty, staff, and students as well as community members to ensure a positive, collaborative culture at MLML and SJSU
    
  • Ability and willingness to engage in robust discussions at MLML and college-level meetings
    
  • Ability to serve all faculty, staff and student workers in the college in a highly efficient manner
    
  • Ability to prepare and effectively present analysis of budget, enrollment, planning and related data as well as information to the campus community
    
  • Ability to identify problems, collect data, establish facts, and draw valid conclusions and interpret a wide range of information and data
    
  • Ability to initiate and implement plans to solve problems and deal with a variety of concrete variables in situations where only limited standardization exists
    
  • Ability to develop and present recommendations for improvement of established processes and practices
    
  • Ability to develop, communicate, and maintain guidelines and procedures to support the functions of MLML and the college, while operating as part of a team
    
  • Demonstrated knowledge of and ability to ensure compliance with local, state, federal, campus, and California State University (CSU) policies and guidelines to establish and implement appropriate procedures
    
  • Ability to think strategically and support the MLML Executive Director in recommending policy or procedural decisions
    
  • Ability to maintain and develop state-of-the-art practices, keeping abreast of current trends and practices in fields of expertise
    
  • Ability to train staff to understand processes and procedures related to budget, personnel, facilities, and other relevant aspects of this position
    
  • Ability to work cooperatively as a member of the MLML management team with Dean's office leadership to achieve agreed upon goals and objectives
    
  • Ability to recommend initiatives and changes to improve quality and services for MLML and the college
    
    
    Required Qualifications
    
    
    
    • Bachelor's degree
      
    • Three (3) years of manager experience
      
    • Experience with Google Suite and Microsoft Office Suite
      
    • Four (4) years of budget experience including budget projections and analysis
      
      
      Preferred Qualifications
      
      
      
      • Post-Baccalaureate
        
      • Five (5) years of manager experience
        
      • Experience with SJSU financial systems or similar (PeopleSoft, data warehouse, CHRS, etc.)
        
        
        Compensation
        Classification: Administrator II
        Anticipated Hiring Range: $9,000/month - $9,700/month
        CSU Salary Range: $5,053/month - $16,221/month
        
        
        The final hiring salary will be commensurate with experience.
        
        San Jose State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the .
        
        Application Procedure
        Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:
        
        
        
        • Resume
          
        • Letter of Interest
          
          All applicants must apply within the specified application period: January 10, 2025 through January 26, 2025. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.
          
          Contact Information
          University Personnel
          
          408-924-2252
          
          CSU Vaccination Policy
          The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at and questions may be sent to .
          
          Additional Information
          Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, 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 offered the position on a contingent basis.
          
          The standard background check includes: criminal check, employment, and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third-party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.
          
          SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)
          
          All San Jose State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.
          
          Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification:
          Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San Jose State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at .
          Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at . The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at .
          Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.
          
          Equal Employment Statement
          San Jose State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus).
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