Administrative Assistant - (Administrative Analyst/Specialist-Exempt II) - Stude

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 Personnel and Credentialing 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). Program Administration & Management 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. Administrative Specialties 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. Other duties as assigned 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-

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