Associate Director of Resources and Operations

Company: The California State University
Location: San Jose
Posted on: May 3, 2025

Job Description:

Associate Director of Resources and OperationsJob SummaryReporting 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 and initiates 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 regarding 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, and 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
    • Three (3) years of managerial experience.
    • Experience with Google Suite and Microsoft Office Suite.
    • Four (4) years of budget experience including budget projections and analysis.Preferred Qualifications
      • Five (5) years of managerial experience.
      • Experience with SJSU financial systems or similar (PeopleSoft, data warehouse, CHRS, etc.).CompensationClassification: Administrator IIAnticipated Hiring Range: $9,000/month - $9,700/monthCSU Salary Range: $5,053/month - $16,221/monthThe final hiring salary will be commensurate with experience.San Jos-- 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 Employee Benefits Summary.Application ProcedureClick Apply Now to complete the SJSU Online Employment Application and attach the following documents:
        • Resume
        • Letter of InterestAll 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.Additional InformationSatisfactory 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.SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)Equal Employment StatementSan Jos-- 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.
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Keywords: The California State University, San Ramon , Associate Director of Resources and Operations, Executive , San Jose, California