Administrative Assistant And General Operations Coordinator (527664)

Description

Chancellor's Office Statement

Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. We are currently seeking experienced candidates for the position of Administrative Assistant and General Operations Coordinator. The CSU Chancellor's Office, located on the waterfront adjacent to the Aquarium of the Pacific in downtown Long Beach, is the headquarters for the nation's largest and most diverse system of higher education. The CSU Chancellor's Office offers a premium benefit package that includes outstanding vacation, health, and dental plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 14 paid holidays a year.

Salary

The salary range for this classification is $3,681 to $6,034 per month.

The anticipated salary hiring range is up to $4,584 per month, commensurate with qualifications and experience.

Classification

Administrative Support Coordinator II

Position Information

The California State University, Office of the Chancellor, is seeking an Administrative Assistant and General Operations Coordinator to provide administrative support directly to the AVC and to various department unit directors. Additionally, the incumbent will be responsible for coordinating and conducting general department operations functions, working closely with division operations director and Chancellor's Office divisional representatives.

The AAGAC position will perform administrative duties in direct support of the AVC, which primarily includes scheduling, coordinating, and maintaining the AVC’s calendar and schedule, ensuring meetings are coordinated properly and set up for success. The administrative support extends to the various department unit directors. Most meetings will be in concert with outlined workflow established and maintained by production.

The AAGAC will also coordinate and conduct general department operations, in the realms of Budget, HR, Purchasing, and IT, and will be directly involved with projects including but not limited to the procurement of independent contractors, software securing, coordination and tracking of budgets and monthly fiscal tasks, preparing travel arrangements and expense reports, and department resource for recruitment.

Responsibilities

Under the general direction of the Assistant Vice Chancellor, Marketing Communications and working in coordination with the various department unit directors, the Administrative Assistant and General Operations Coordinator will:

• Coordinate the AVC’s calendar, including monitoring and reviewing meeting requests, resolving scheduling conflicts, and meeting priorities, and preparing weekly schedules.
• Maintain general department calendar for vacation approvals and important dates.
• Assist with meeting arrangements and logistics. including: location, seating, AV, note-taking and refreshments (if applicable).
• Assist with onboarding new department employees (computer, cell phone, keys, etc.); schedules cross-training, provides department materials and assists with attendance reporting process. All in coordination with parties responsible for division and CO onboarding.
• Answer and respond to incoming calls/e-mails and requests for information, assume other front-desk duties.
• Assist in maintaining any content pertaining to general operations and contacts on our internal channels, including but not limited to the MarComm site lists on CO intranet and calstate.edu directory, as needed.
• Submit facilities requests on behalf of the department.
• Assist the department with ordering new hardware/software and with IT service calls; track calls through to completion. Facilitate quarterly IT meetings, prepare agendas and track action items. Serve as inventory coordinator for the department.
• Assist with managing the various department e-mail lists (department, and various leadership and applicable campus lists).
• Responsible for receiving all mail and distributing to the appropriate persons in the department.
• Responsible for general department office inbox, e-mails, and phone coverage, and determining the appropriate course of action; assume other front-desk duties as necessary.
• Maintain and distribute as necessary department forms, contact lists and applicable department paperwork.
• Arrange and confirm all travel arrangements, prepare itineraries, expense claims and track reimbursements for AVC and applicable department members. Reconcile travel accounts in PeopleSoft.
• Provide administrative and professional support to the Assistant Vice Chancellor (AVC), and Marketing Communications (MC) department leadership.
• Prepare or edit written communications, spreadsheets, documents, memos, and presentations as needed.
• Ensure MC staff are up to date on CSU travel policy and expense reporting.

General Operations Coordination

• Working with Contracts & Procurement on requisitions and encumbrances, including freelancers (temp graphic designers, etc.)
• Assist with budget reconciliation and review reports for department accounts in Finance Data Warehouse. Duties include but are not limited to: budget and expenditure transfers, research and reconciliation.
• Assist with coordinating, ordering and distributing custom promotional items: product sourcing, coordinating quotes and proofs for review, etc.
• Purchase various subscription/membership renewals. Maintain account information and passwords for department and applicable division access.
• Work with various vendors, (including but not limited to department software and accessibility) to secure proper paperwork and approvals in alignment with division and CO policies.
• Coordinate on behalf of AVC and department unit directors, Professional development as it applies to the team, and on a case basis applicable to individual employees.
• Prepare department procurement card reports; gather receipts and reconcile expenses in PeopleSoft.
• Working with IT Support to open new tickets on behalf of department members, and follow-up until resolved. Schedule quarterly meetings with IT to ensure business and tool needs/alignments.
• Working with AVC and department directors, coordinate our submission annual department budget requests.
• Monitor, maintain and order office supplies; inventory and monitor miscellaneous office equipment.
• Department inventory coordinator for Communications (1086). Order and/or distribute computer equipment, as needed.
• Coordinate and run point on department specific Onboarding for new department employees.
• Assist in coordinating, hiring freelance and temporary support as needed. Coordinating paperwork, and various approvals as needed.
• Track expenses, requesting expenditure transfers, processing chargebacks and reconciling department budget. Reconcile department procurement card reports. Complete all month-end and year-end fiscal tasks.
• Assist with organizing and processing outside printing and promotional item chargebacks; process invoices and CPOs for completed projects.
• Department Recruitment – coordinating with appropriate parties (ie Division Operations and CO HR), submitting position descriptions and coordinate interviews. Upload HR paperwork in PageUp system.
• Assist AVC and department leadership with recruitment scheduling and paperwork.
• Assist with the completion of department procurement card reports; gather receipts and reconcile expenses in PeopleSoft.
• Working with Unit Directors, and Accounting on invoice approvals and disputes. Process various invoices via their appropriate channels.
• Submit procurement requests for new vendors and creating/changing/closing purchase orders.
• Book AVC and department member travel arrangements, submit expense claims, and reconcile travel accounts in PeopleSoft. Ensure department staff are up-to-date on CSU travel policy and expense reporting.

Qualifications

This position requires:

• 5 - 7 years' experience in an administrative support role, and experience with general operations coordination.
• A bachelor’s degree in English, Communications, or a related field is preferred. Years of experience can outweigh education baseline.
• Requires strong written and oral communication skills, and the ability to convey sometimes difficult information in a pleasant and professional manner.
• Requires verifiable proficiency in standard Microsoft Office suite programs (including excel). Familiarity with job tracking software and event management platforms, such as Workzone and EventsAIR, is preferred.
• Requires strong time management skills and the ability to focus on multiple projects simultaneously while completing high-quality work against strict and often competing deadlines.

Preferred Qualifications

• A positive, outgoing, and collegial attitude, excellent interpersonal skills and a high-level of professionalism is preferred.
• The ability to exercise sound judgment and know when to make decisions or defer to others is essential. Identifying when and which items need elevation or management involvement is paramount.
• The ability to take initiative to seek out information to assist callers and partners is important to this position. A resourceful problem-solver who puts the partner first is preferred.
• Strong customer service perspective, coupled with the ability to work collegially with a variety of personalities in a sometimes-challenging environment is preferred.
• Reconciling travel accounts and processing procurement card expenses are a requirement of this position. Experience working with budgets and solid math skills are preferred.
• Responsibilities of this position require strong organization skills and a verifiable method for organizing one’s task list.

Application Period

Priority consideration will be given to candidates who apply by May 19, 2023. Applications will be accepted until the job posting is removed.

How To Apply

Please click "Apply Now" to complete the California State University, Chancellor's Office online employment application.

Equal Employment Opportunity

The university 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 at (562) 951-4070.

Title IX

Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at: https://www2.calstate.edu/titleix

E-Verify

This position requires new hire employment verification to be processed through the E-Verify program administered by the Department of Homeland Security, U.S. Citizenship and Immigration Services (DHSUSCIS)' in partnership with the Social Security Administration (SSA).

If hired, you will be required to furnish proof that you are legally authorized to work in the United States.

COVID19 Vaccination Policy

Per the CSU COVID-19 Vaccination Policy, it is strongly recommended that all Chancellor’s Office employees who are accessing office and campus facilities follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications.

Background

The Chancellor's Office policy requires that the selected candidate successfully complete a full background check (including a criminal records check) prior to assuming this position.