Associate Director for Administrative and Financial Operations

San Jose, CA
Mar 29, 2018
Executive Administration Jobs
C-Level & Executive Directors
Institution Type
Four-Year Institution

Job ID: 24489
Full/Part Time: Full-Time
Regular/Temporary: Regular
Job Code: 3312
Department: Housing Business Svcs


Classification: Administrator II
Anticipated Hiring Salary: Commensurate with experience
FLSA status: Exempt

San Jose State University offers employees a comprehensive benefits package. For more information on programs available, please visit

About the Position

The Associate Director for Administrative and Financial Operations serves as the managing administrator for the department regarding the housing application and licensing process, assignments and occupancy projections, billing and auditing. The incumbent is also responsible for the management of department functions including administrative and conference services, cashiering and coordination with campus financial database and information systems. This position is responsible for the overall selection, training, supervision/management and evaluation of professional staff. The Associate Director is a member of the Housing Senior Management and Leadership team.

Responsibilities include but are not limited to the following:

Housing Application and License Agreement Administration
- Oversees preparation and administration of Annual Student Housing Application and License Agreement for residence halls and apartments in compliance with CSU boilerplate guidelines. Submits to CSU General Counsel for review when appropriate.
- Oversees the housing license contract cancellation process and serves as third level of response to appeals to break License agreement.
- Oversees coordination of financial activities for residents: Ensures accurate billings, refunds, and certification and deferment programs for students. Consults with Housing Senior Management Leadership Team, and other campus administrators when appropriate.

Housing Assignments and Resident Occupancy Projections
- Manages residence hall and apartments assignments staff and processes including establishing operational and administrative procedures
- Projects future occupancy demand and coordinates changes in room types to meet demands (ex. triples, super singles).
- Supervises the preparation of weekly completed applications for the Housing Senior Management Team and Associate Vice President for Campus Life, and monthly occupancy reports for the Chancellor's Office.

Department Billing, Auditing and Budget Reconciliation
- Oversees department cashiering procedures in accordance with Federal, State, CSU, campus, banking and Title V rules and for receipting and depositing of funds; maintaining financial records for tracking and auditing purposes and the fiscal integrity of handling University monies.
- Supervises the reconciliation of collections to General Ledger in Fiscal Services.
- Coordinates the department's fiscal affairs with other University and Chancellor's Office departments and offices including Business Operations, Bursar's Office, , Payroll, Financial Aid, Spartan Shops, Athletics, Vice President for Student Affairs, Associated Students and Business Office.

Staff Supervision
- Directly hires, supervises/manages, trains and evaluates professional employees; Staff are responsible for complex work tasks related to assignments, student accounts, data processing, billing, licensing, collections, auditing, payroll, conferences and administrative services.
- Oversees the supervision of student assistants.

Budget Management
- Forecasts and administers $5 million annual area budget.
- Works with Director and Senior Associate Director to establish room rates under directives from the Chancellors Office and presents rate proposal to CFAC (Campus Fee Advisory Committee) for recommendation to the University.
- Aligns goals and objectives with department budget in collaboration with Director and area managers.
- Prepares cost-benefit analysis of special programs or projects

This is a position in the CSU - Management Personnel Plan (MPP), and serves at the pleasure of the President. This position will require adherence to University compliance training such as: Conflict of Interest and Ethics, AB 1825 Sexual Harassment Prevention, Information Security, and Injury and Illness Prevention Program. The person hired for this position may be required to complete an outside employment disclosure statement in accordance with Title V of the California Code of Regulations.

Education and Experience

- Bachelor's degree required from a four year college or university in in Student Affairs, Education, Business Administration or a related field
- Five years full time professional work experience
- Three years experience working with residential or property management
- Three years experience supervising professional staff
- Three years experience working in an educational setting
- Experience working with business and/or financial operations

Preferred Qualifications

- Master's degree from a four year college or university in in Student Affairs, Education, Business Administration or a related field
- Three years experience working with administrative and/or business operations
- Management experience preferably in an educational setting
- Experience with housing licensing, contracting or leasing, assignments and financial operations
- Three years experience working with a campus housing program
- Experience working in a collective bargaining environment preferably at a management level

Knowledge, Skills & Abilities

- Knowledge of theoretical concepts of student development.
- Knowledge of the personal and social problems typically encountered by college students.
- Excellent written and oral communication skills.
- Ability to effectively lead others and communicate with diverse individuals.
- Ability to be flexible to changes and frequent interruptions, and to manage multiple tasks at once.
- Ability to perform complex tasks involving independent judgment, and ability to plan, coordinate and initiate actions necessary to implement administrative or group decisions or recommendations.
- Ability to identify, develop, and coordinate plans for use of resources (e.g., staffing, budget, and materials) and to define procedures for ongoing administration and maintenance.
- Ability to research topics and make recommendations to meet identified needs.
- Ability to assess group and individual needs.
- Ability to identify supervision needs of staff and vary supervisory style if necessary.
- Ability to maintain confidentiality and appropriately handle sensitive communications for students, staff, and external agencies.
- Knowledge in operations and systems analysis, statistical, and research methods
- Ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
- Ability to understand, interpret, and apply policies and regulations in specific situations to analyze and solve organizational and operating problems related to student and residential community housing needs.
- A valid California driver's license is required within three months of the date of hire for the operation of any vehicle required for this position.
- Ability to complete the Defensive Drivers Training Program provided by the State of California for CSU campuses.

Posting Date

March 8, 2018

Application Screening

Application Screening begins March 23, 2018
Applications received before that date will receive first consideration.

This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Required Application Material:

Letter of interest
Reference Attachments
Complete SJSU Online Employment Application

Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration.

Note To Applicant

Every applicant who reaches the final level of interviews will be required to complete a background check. 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. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.


All San Jos 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.

Equal Employment Statement

SJSU is an Equal Opportunity Affirmative Action employer. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, gender, gender identity/expression, sexual orientation, genetic information, medical condition, marital status, veteran status, or disability.

It is the policy of SJSU to provide reasonable accommodations for applicants with disabilities who self disclose.

Contact Information

One Washington Square San Jose, CA 95192-0046
Phone: 408-924-2250


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