Business & Financial Affairs
Confidential Administrative Support III
RESPONSIBILITIES & DUTIES:
Executive Administrative Support: Confidentially maintains the Interim VPBFA's complex calendar and private records and serves as a primary point of contact for the office, particularly with regard to scheduling. Reviews office mail and responds where appropriate or directs to another administrator. Receives and conveys communications and confidential information with discretion. Responsible for domestic travel requests and expense reimbursements. Works independently to review and approve divisional communications intended for distribution to the division or campuswide. Collects and distributes meeting materials for the administrator’s participation in various meetings. Takes the lead in planning and organization of division-wide meetings, events, and activities which includes coordinating multiple schedules, preparing agendas, gathering materials, composing meeting minutes, and overseeing logistics. Tracks action items, monitors progress on leadership priorities, and ensures timely implementation of decisions and initiatives.
Serves as an active member of the Cabinet Support Team (CST) and establishes collegial relationships to support cross-division communication and be a champion for the division. Conducts business with a high degree of professionalism, discretion, and confidentiality. Understands the University's mission and vision and how the divisions' work activities and goals support the mission. Works with public officials, community members, and business leaders, while nurturing and maintaining positive relationships. Handles interpersonal interactions with tact and diplomacy and is privy to highly sensitive, personnel matters. Uses discretion in the dissemination of information to faculty, staff, students, and the community. Fosters collaboration among administrative professionals within the Division to improve consistency, communication, and operational effectiveness.
Provides administrative support to the Executive Director of Budget, Resource Planning and Analysis and their team. Assists in preparation for Strategic Resource Planning Committee meetings including scheduling, space reservation, agenda content, and communication. Services as point of contact for facilities and IT work orders. Orders supplies. Coordinates cross-campus scheduling, especially with executive leadership. Coordinates travel requests and expense reports.
Strategic Initiatives and Project Coordination: Serve as strategic administrative partner to the VPBFA providing executive level support in advancing divisional priorities and institutional initiatives. Proactively identifies issues, coordinates solutions, and ensures timely follow through on strategic initiatives. Support executive decision making through research, analysis, and briefings. Manage project timelines, deliverables, and stakeholder communication to ensure successful completion of strategic initiatives.
In partnership with the office of the Provost/Vice President for Academic Affairs, provides administrative support and
coordination for the Strategic Resource Planning Committee (SRPC). Assists with the development of the annual planning and SRPC meeting schedule. Schedules meetings, prepares materials, takes and posts minutes. Regularly updates the website. Ensures committee appointment coordinated through the Office of the President.
Strategic Initiatives Support: Prepares presentations; oversees development, execution, and reporting of surveys; performs research, gathers and analyzes data, and creates reports using spreadsheets. Provides creative solutions and solves complex problems. Composes and edits correspondence, reports, and presentations. Coordinates a variety of projects from start to finish; provides content for and ensures maintenance of the divisions' websites. Maintains divisional organizational charts. Manages the process of collecting annual workplans. Keeps direct reports to the administrator informed and on task. Compiles the Division annual report when requested.
Develops, implements, and maintains operational procedures, standard operating procedures (SOPs), and administrative workflows that improve efficiency and organizational continuity. Identifies opportunities for process improvement and operational innovation within the Division, coordinating with department personnel to plan and implement changes. Coordinates cross-functional projects involving multiple departments and campus partners.
Serves as the custodian of records, maintaining files, signature delegations, fully executed contracts and agreements, policies and procedures, and ensures the department filing systems are maintained and organized. Oversees the maintenance of the division and department organizational charts, board and committee materials and resolutions, and contact lists. Tracks and coordinates office/facility logistics and moves, acting as the liaison with Facilities Services to minimize disruption and maximize staff satisfaction. Assists in crisis response.
Assists with personnel and payroll transactions, acting as office timekeeper. Directs the work of student assistants reporting to the office. Prepares financial, procurement, and employment requisitions, and ensures timely completion of conflict-of-interest forms. Assists with employee and executive-level recruitment and separation. Maintains memberships in regional, state, and national professional organizations. Monitors expenditures, analyzes financial trends, and prepares budget reports and recommendations in collaboration with University Budget. Reconcile procurement card transactions, travel expenditures, memberships, and other operational accounts.
Public Records Coordination: Serves as the Public Records Access Coordinator for campus wide Public Records Act requests. Adheres to legal compliance requirements and consults with University Counsel. Actively manages process to gather records and redact documents when required. Maintains timely communications with University Counsel, Risk Manager, and department managers.
Policies and Procedures Administrator: Acts in the role of reviewer and collects the proposed policy/procedure documents from the VPBFA direct reports and submits to the VP/divisional leadership team for approval. Engages in the process of working with the Presidents' Planning and Policy Council (PPPC) and identifying the policies due for review, works with the BFA policy owners and divisional leadership team to update and finalize, and submit to the PPPC as required. Creates administrative details as directed.
Other related duties as assigned.
REQUIRED QUALIFICATIONS:
Education: A bachelor’s degree is required.
Experience: Five years of increasingly responsible secretarial and administrative work experience for a high-level administrator; or a combination of a master’s degree with two years of experience in higher education.
Knowledge, Skills, & Abilities: Excellent writing skills and thorough knowledge of English grammar, spelling, and punctuation. Advanced and comprehensive knowledge of administrative office procedures, including a general understanding of public meeting guidelines. Requires a professional telephone manner and appearance and excellent customer service skills to assist and direct students, staff, faculty and visitors. Familiarity with computers and office equipment, knowledge of Microsoft Outlook, Word, PowerPoint and Excel, and the ability to perform mail merges and create and maintain spreadsheets.
Ability to perform duties with minimal supervision. Ability to produce accurate and quality work. Possess good work habits, organizational skills, and demonstrate keen attention to detail. Adaptable, forward thinking, with strong numerical and analytical skills. Ability to work with diverse student populations, as well as faculty and staff. Ability to handle multiple tasks simultaneously, work independently, prioritize workload, and meet deadlines. Ability to take initiative, think critically and use sound judgment in completing tasks. Able to interpret and apply a variety of complex policies and procedures. Able to use effective interpersonal and problem-solving skills with foundational knowledge of public administration principles, practices, and methods. Must be trustworthy and reliable in the handling of confidential materials and information.
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
The person holding this position is considered a ‘Campus Security Authority (CSA)’ to report crimes for the federally mandated Clery Act and is required to comply with the requirements set forth in CSU Executive Order 1107 revised March 24, 2017 as a condition of employment.
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.
This position may be "Designated" under California State University's Conflict of Interest Code. This would require the filing of a Statement of Economic Interest on an annual basis and the completion of training within 6 months of assuming office and every 2 years thereafter.
Please note: California State University, Channel Islands (CSUCI) is not currently sponsoring staff or management positions for H-1B employment visas. Applicants must be authorized to work for any employer in the United States.
Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.
Hiring Salary: $7,084 - $7,667 per month