*SFSU INTERNAL APPLICANTS ONLY*

Working Title

Administrative Assistant

SF State University

San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status.  Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.

Applicants may visit titleix.sfsu.edu for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing vpsaem@sfsu.edu.

San Francisco State is a 100% Smoke/Vapor-Free Campus.  Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.

The person holding this position may be considered a "mandated reporter" under the California Child Abuse and Neglect  Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

This position may be a "designated position" in the California State University's Conflict of Interest Code.  The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Department

Student Health Services

Appointment Type

This is a one year probationary position.

Time Base

Full-Time (1.0 FTE)

Work Schedule

Monday to Friday 8:00 am - 5:00 pm

Anticipated Hiring Range

$5,797.00 - $6,000.00 Per Month ($69,594.00 - $72,000.00 Annually)

Salary is commensurate with experience.

Position Summary

This role involves supporting personnel and credentialing processes, ensuring effective onboarding, training, compliance, and maintenance of accreditation for staff. Furthermore, it oversees program administration, stays updated on regulatory changes, coordinates accreditation efforts, and leads complex projects related to student engagement and compliance. Additionally, it addresses administrative specialties, including data analysis, licensing, workflow enhancement, survey development, and providing leadership support.

Position Information

• Monitors SHS personnel protocols, which are subject to frequent updates to accommodate changes with the campus, CSU, State of California, and federal requirements.
• Obtains and verifies initial and ongoing professional staff credentials according to accreditation standards and campus protocols.
• Coordinates and tracks new staff onboarding/orientation, ongoing staff training, \ and position-specific training (such as N95 mask fit testing, Chaperone protocols, etc.).
• Maintains electronic and hard copy personnel records according to accreditation and CSU standards.
• Maintains the organization of OneDrive directory, files and folders, especially as it relates to accreditation, and compliance.
• Leads and participates in the coordination of confidential tasks (e.g., handling and collating documents, analyzing, creating and redirecting confidential communications and documents including those related to student complaints).
• Works with GH BERC to ensure compliance with campus-related safety issues and required staff safety training; staff liaison with contracted security vendor(s).

• Maintains knowledge/expertise on existing/proposed changes in all regulations; interprets and applies relevant laws, regulations, codes and standards, including making recommendations for work environment changes based on interpretations of legal and regulatory requirements governing SHS operations.
• Maintains PowerDMS and organizes departmental protocols, tracks appropriate updates and ensures that protocols are not stuck in queue.
• Serves as the key contact within the university system and with outside entities and agencies as it relates to regulatory compliance.
• Reviews and makes necessary operational changes in response to Accreditation Association for Ambulatory Health Care (AAAHC) accreditation requirements and processes.
• Leads and implements highly complex projects and business solutions. (e.g., student engagement, and compliance with CSU executive orders).
• Uses substantial judgment in the analysis, interpretation, integration, and application of complex data and information, and leads the subsequent development of policies and procedures.

• Compiles data and provides analysis of administrative systems to support effective and innovative improvements.
• Supports privileging; triennial AAAHC re-credentialing; staff Cal-OSHA re-credentialing; California Dept. of Public Health and SF Department of Health cooperation; and HIPAA, FERPA, CMIA, and emergency preparedness training.
• Monitors measurable objectives / plans to implement strategic process improvement solutions.
• Prepares applications (via pdf forms and docusign) for licensing related matters, such as permit renewals.
• Develops and implements surveys and other tools to gather data (e.g. student feedback) and analyzes SHS operations and systems (e.g. EHR) to provide SHS leadership team with recommendations.
• Supports Clinic Manager through the completion of data analysis to improve and or create new workflow and system processes.
• Supports SHS Director’s calendar to coordinate meetings, agendas, and take meetings minutes, as needed.

Minimum Qualifications

• Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field, with a foundational understanding of public administration principles, practices, and methods. This foundation would typically be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation that leads to the development or Improvement of administrative policies, procedures, practices, or programs.
• Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative
• Specialties, including pertinent laws and regulations.
• Demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management.
• Expertise in administrative survey techniques, operations, and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
• Ability to understand problems from a broad, Interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions.
• Ability to work with representatives from public and private entities and handle potentially sensitive situations. Demonstrated consultative skills in working with Internal and external constituent groups.
• Ability to effectively present ideas and concepts in written or presentation format and use consultative
• and facilitation skills to gain consensus.

Preferred Qualifications

• At least three years of experience working in an outpatient or ambulatory healthcare environment, with a strong understanding of its operational workflows, especially as it relates to patient care coordination.
• Experience as an “administrator” of PowerDMS, managing the application’s operational build, updating documents, mapping, and AAAHC regulatory standards.
• Proficient in electronic medical record (EMR) usage, particularly Point and Click (PnC) including data entry, navigating and updating patient records, and extracting key performance indicator (KPI) reports to support efficient and accurate care delivery.
• Knowledge of HIPAA and PHI compliance.
• Bachelor's Degree and/or a minimum of 4 years of professional experience in a business environment.
• 2 years of progressive experience in an executive assistant role, preferably in student affairs/higher education;
• Experience working with college students in a highly diverse and fast-paced environment.
• Proven ability to exercise excellent judgment in the development of policies and procedures related to issues not frequently covered by existing policies and procedures.
• Ability to become familiar with and obtain a thorough working knowledge of the California State University (CSU) policies and procedures, Title 5, university organizational structures, and the policies that govern them.
• Proven ability to assess, formulate, and evaluate the impact of recommended or implemented policies from a strategic and operational perspective.
• Strong technology, software, and hardware skills, including the use of Word, Excel, Outlook, PowerPoint, Internet, etc.
• Demonstrated ability to independently determine priorities, coordinate, execute, and evaluate multiple projects, and meet deadlines.
• Excellent interpersonal and communication skills, with a strong ability to maintain a cooperative work environment and handle a broad, higher range of interpersonal contacts that may include confidential and sensitive information.
• Demonstrated proficiency in writing skills, English grammar, punctuation, and spelling, and the ability to draft and compose correspondence and standard reports.

Environmental/Physical/Special

Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, and staff

Pre-Employment Requirements

This position requires the successful completion of a background check.

Eligibility to Work

Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.

Benefits

Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions.  SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.

We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employee.

CSUEU Position (For CSUEU Positions Only)

Eligible and qualified on-campus applicants, currently in bargaining units 2, 5, 7, and 9 are given hiring preference.

Additional Information

*SFSU INTERNAL APPLICANTS ONLY*

SF STATE IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS).

Thank you for your interest in employment with California State University (CSU).  CSU is a state entity whose business operations reside within the State of California.  Because of this, CSU prohibits hiring employees to perform CSU-related work outside of California with very limited exception.  While this position may be eligible for occasional telework, all work is expected to be performed in the state of California, and this position is assigned to on-campus operations.

CSU strongly encourages faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/.

The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.

Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time.