*SFSU INTERNAL APPLICANTS ONLY*
Working Title
Administrative Operations Specialist
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
University Police Department
Appointment Type
This is a one year probationary position.
Time Base
Full-time (1.0 FTE)
Work Schedule
Monday - Friday, 8am - 5pm
Anticipated Hiring Range
$5,797.00 - $6,927.00 Per Month ($69,564.00 - $83,124.00 Annually)
Salary is commensurate with experience.
Position Summary
Under the general direction of the Director of Operations and Finance, the Administrative Operations Specialist serves as a key member of the Administrative Services Unit within the Division of Campus Safety (DCS). This position performs advanced administrative, analytical, and compliance functions in support of University Police Department operations.
The incumbent independently manages complex and sensitive administrative programs including Livescan services, employment eligibility (I-9) certification for student employees, sworn and civilian recruitment coordination, police records and evidence administrative oversight, and IACLEA accreditation compliance support. The role requires interpretation and application of federal, state, CSU, and law enforcement regulatory requirements.
The Administrative Operations Specialist exercises independent judgment, discretion, and analytical skills to ensure regulatory compliance, operational effectiveness, audit readiness, and continuous process improvement within a law enforcement environment. The position regularly handles highly confidential criminal justice information, background investigation materials, and accreditation documentation.
This position may also provide executive-level administrative and project support to the AVP for Campus Safety & Chief of Police as assigned
Position Information
Livescan Services and I-9 Certification Program Administration
- Independently administer and manage the department’s fingerprinting and employment eligibility compliance programs.
- Perform Livescan and ink card fingerprinting services for students, faculty, staff, and the public.
- Review, interpret, and maintain confidentiality of Department of Justice (DOJ) fingerprint results for employment and clearance purposes.
- Generate official clearance notifications and coordinate with Human Resources and hiring managers regarding eligibility status.
- Oversee cost recovery processes for fingerprinting services, including payment tracking, reconciliation, and revenue reporting.
- Research and resolve revenue discrepancies; prepare financial summaries and supporting documentation for audit purposes.
- Develop and implement procedures to ensure compliance with DOJ regulations and CSU policies.
- Administer the Employment Eligibility Verification (Form I-9) process for Student Assistants, Federal Work Study, and International Student employees.
- Interpret federal employment eligibility regulations and ensure timely completion and compliance.
- Maintain electronic and manual recordkeeping systems in accordance with federal retention requirements.
- Propose procedural improvements to enhance service delivery, compliance accuracy, and risk mitigation.
Recruitment and Pre-Employment Compliance Management
- Coordinate and monitor sworn officer and public safety dispatcher recruitment and onboarding processes to ensure compliance with P.O.S.T., CSU, and DOJ regulations.
- Manage applicant tracking within PageUp for Police Officer and Dispatcher recruitments.
- Coordinate with Fiscal Operations and command staff to monitor position control, funding sources, and recruitment status.
- Serve as liaison with pre-employment examination providers; coordinate scheduling, documentation, and conditional job offers.
- Maintain confidential background, medical, psychological, and P.O.S.T. compliance records.
- Prepare documentation for P.O.S.T. audits and inspections.
- Assist with the preparation and submission of the DOJ Annual Police Staffing Report.
- Develop tracking tools and reports to ensure recruitment workflow transparency and compliance adherence.
- Identify process gaps and recommend improvements to strengthen regulatory compliance and efficiency.
Records, Evidence, and Property Administrative Oversight
- Provide administrative oversight and compliance support for police records and property/evidence management systems.
- Provide administrative coordination and records management support related to departmental case documentation and records processes.
- Utilize law enforcement databases and Records & Information Management Systems (RIMS) to maintain accurate records.
- Ensure records are maintained in accordance with state retention laws and criminal justice regulations.
- Provide administrative coordination and compliance support related to departmental property and evidence management processes to ensure adherence to applicable regulations and departmental procedures.
- Support administrative compliance reviews and documentation related to property and evidence inventory controls to ensure regulatory and departmental compliance.
- Release property to authorized individuals or agencies following adjudication or proper authorization.
- Generate statistical and operational reports related to records and evidence management.
- Assist with records audits and quality assurance reviews to ensure regulatory compliance.
IACLEA Accreditation Administrative Support
- Serve as the primary administrative compliance coordinator for the department’s International Association of Campus Law Enforcement Administrators (IACLEA) Accreditation program.
- Maintain and manage accreditation files, proofs, and documentation to ensure continuous compliance with IACLEA standards.
- Track accreditation timelines, reporting deadlines, and compliance milestones; provide regular status updates to command staff.
- Coordinate collection, review, and organization of departmental policies, procedures, and operational documentation required for accreditation.
- Assist in drafting, formatting, revising, and publishing departmental policies to align with accreditation standards and best practices.
- Upload and maintain documentation within accreditation management platforms and internal tracking systems.
- Conduct gap analyses to identify areas of non-compliance and assist in developing corrective action plans.
- Prepare statistical summaries, compliance matrices, and supporting documentation for mock assessments and formal site visits.
- Coordinate logistics and materials for accreditation assessments and assessor site visits.
- Monitor updates to IACLEA standards and advise leadership on operational impact.
- Serve as a resource to department personnel regarding documentation requirements and accreditation processes.
- Maintain strict confidentiality of sensitive materials reviewed during accreditation cycles.
Other Duties as Assigned
- Provide administrative and analytical support to the AVP for Campus Safety & Chief of Police as requested.
- Participate in special projects, process improvement initiatives, and division-wide administrative efforts.
- Demonstrate adherence to the User-Friendly Principles (P530) and Principles of Conduct for a Multi-Cultural University (P30D).
- Promote safe work practices and compliance with university policies.
Minimum Qualifications
- Bachelor’s degree in public administration, business administration, criminal justice, or related field, and/or equivalent combination of education and progressively responsible administrative experience.
- Demonstrated ability to independently analyze administrative processes and develop procedural improvements.
- Thorough knowledge of public administration principles, compliance regulations, and operational management practices.
- Experience interpreting and applying complex policies, laws, and regulatory standards.
- Strong analytical, organizational, and project management skills.
- Ability to manage multiple complex assignments with competing deadlines.
- Demonstrated ability to handle highly sensitive and confidential information.
- Advanced written and verbal communication skills.
- Proficiency in Microsoft Office Suite and database systems.
- 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
- Five (5) or more years of progressively responsible administrative experience, preferably in a law enforcement or higher education environment.
- Experience supporting law enforcement accreditation programs (IACLEA, CALEA, or similar).
- Experience preparing for audits, compliance reviews, or regulatory inspections.
- Knowledge of P.O.S.T., DOJ, and CSU administrative requirements.
- Experience with policy development, compliance tracking systems, and audit documentation.
- Demonstrated ability to independently manage regulatory compliance programs.
- Experience working in a diverse university environment.
Environmental/Physical/Special
- Must be able to work in a police environment.
- Must respond to campus emergencies and may be required to work evening, weekends and/or emergency hours.
- Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, staff, and management.
- Must pass fingerprinting and background investigation process prior to hire date.
- Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, and staff.
- The person holding this position is 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 Revised July 21, 2017 as a condition of employment.
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
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.
*SFSU INTERNAL APPLICANTS ONLY*
