Overview
Administrative Analyst/Specialist, Non-Exempt Jobs in San Diego, CA at San Diego State University
Mission Contribution: The Manager, Office Administration is results-driven and ensures the efficiency of administrative operations to support organizational success. This role fosters a professional and welcoming environment by implementing streamlined processes, maintaining compliance with policies, and providing essential support to staff, students, and visitors. The Manager, Office Administration plays a key role in optimizing office functions to enhance productivity and operational effectiveness.
Summary: The Manager, Office Administration is performance-driven and oversees daily administrative operations, supervises office staff, and ensures effective office management. This role is responsible for maintaining accurate records, managing office budgets, and supporting leadership with operational and strategic initiatives. The Manager, Office Administration collaborates across departments to ensure seamless workflows and a high standard of organizational support.
Essential Functions:
Supervise daily office operations to ensure functionality, efficiency, and compliance with organizational policies, procedures, and guidelines.
Maintain inventory of office supplies and oversee procurement to ensure availability.
Oversee maintenance of office equipment and manage service contracts.
Develop staff schedules and assign tasks to ensure office coverage.
Serve as the primary point of contact for office-related inquiries and facilitate communication between administrative staff, teachers, and leadership.
Coordinate schedules, meetings, and events to support organizational goals.
Support school initiatives and events by managing logistics and resources.
Assist with student recruitment and enrollment processes.
Serve as a coach leader, guiding and supporting team members to achieve their fullest potential.
Conduct interviews, make hiring decisions, and assist with onboarding: Evaluate candidates, select the best fit for the team, support a seamless transition for new hires, and engage in recruitment opportunities to attract and retain top talent.
Ensure that all new staff are properly trained within established timelines.
Conduct regular performance reviews for team members, providing constructive feedback, setting goals for improvement, and fostering professional development.
Document and implement coaching/corrective actions: Identify performance issues, develop and execute improvement plans, ensure compliance with policies and procedures, and foster ongoing professional development to enhance overall team effectiveness.
Manage and maintain accurate student, employee, and financial records in compliance with federal and state regulations.
Coordinate and oversee compliance-related documentation and reporting while supporting audits and inspections.
Assist in preparing and managing the office budget, reviewing and approving office expenditures, and monitoring spending to ensure alignment with budgetary guidelines.
Develop and implement systems and processes to improve office efficiency.
Facilitate communication between administrative staff, teachers, and leadership to provide a welcoming and supportive environment.
Adhere to all organizational policies and procedures to ensure alignment with company-wide expectations.
Attend training sessions, meetings, and company-related events as required.
Perform other duties as assigned by Management.
Adhere to all Goodwill and Excel Center policies and procedures.
Minimum Qualifications:
Proficiency in office management software such as G Suite and MS Office.
Strong verbal and written communication skills, with the ability to interact professionally with staff, students, and external stakeholders.
Proven ability to lead and motivate a team while demonstrating strong problem-solving and decision-making skills.
Excellent time management and organizational skills, with the ability to manage multiple priorities, meet deadlines, and maintain attention to detail.
Proficient in student information systems and data management tools to support administrative and operational functions.
Adaptable to shifting priorities in a fast-paced environment, demonstrating flexibility in responding to unexpected challenges while maintaining a productive and professional atmosphere.
Required Certificates, Licenses, Registrations, Experience:
Bachelor’s degree in business administration, management, or a related field preferred; equivalent experience may be considered.
At least three years of experience in office administration, management, or a similar role.
Must be able to successfully complete any assigned Goodwill training within the required period of time upon employment.
Special Requirements:
Reliable transportation is required to commute to and from the center for scheduled shifts.
Open availability for all scheduled shifts, including weekends, evenings, and holidays, as needed to meet business demands.
Must provide a cell phone for specified work responsibilities, including the use of a phone-based application for authentication.
Must successfully complete a state background investigation and drug screen.
TB screening is a requirement for this position.
Physical Requirements:
The physical and work environment demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Occasionally required to stand, walk, sit, use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop; kneel; crouch, or crawl; talk or hear.
Able to lift, push, pull, carry, or otherwise move up to forty (40) pounds regularly without support. For weight over forty (40) pounds, request additional team member assistance as needed.
Work Environment:
Office environment.
While performing the duties of this role, the employee may encounter varying environmental conditions during off-site activities, such as outdoor events or community engagements.
The noise level in the work environment is typically moderate and reflective of an active learning environment but may vary depending on activities or events.
EMPOWERING INDIVIDUALS • STRENGHENING FAMILIES • INSPIRING COMMUNITIES
Title: Administrative Analyst/Specialist, Non-Exempt
Company: San Diego State University
Location: San Diego, CA
