Operations Administrator

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 Operations Administrator. 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 15 paid holidays a year.

Salary

The anticipated salary hiring range is up to $5,299 per month, commensurate with qualifications and experience.

The salary range for this classification is $3,518 to $6,791 per month.

Classification

Administrative Analyst/Specialist - Non-Exempt

Position Information

The California State University, Office of the Chancellor, is seeking an Operations Administratorto be responsible for leading the administrative operations of the Institutional Research and Analyses. This includes but is not limited to operations, fiscal, asset inventory, desktop services, analytic tasks that support the department, and personnel matters such as new employee set-up, time and attendance tracking, and other office duties as assigned.  The incumbent collaborates within Academic and Student Affairs and across functional divisions of the CSU CO to assure appropriate and effective execution of responsibilities.

Responsibilities

Under the general direction of the Assistant Vice Chancellor, Institutional Research and Analyses, the Operations Administratorwill perform duties as outlined below:

Administrative Operations:

-Responsible for the administrative operations of IR&A.  Manage scheduling for department, coordinate meetings, acquisition of IT resources, assures compliance with all CSU CO protocols. Provides guidance on policy and procedures related to finance, budget, personnel, and related operational issues. Supports IR&A needs related to external communication, meetings, committees, travel, supplies, and publication. Monitors progress/provides administrative support for external reporting requirements/efforts.

-Schedule/process all travel arrangements for IR&A; prepare and submit travel reimbursements and advance travel authorizations for all unit staff.

-Provide general office/clerical support for IR&A; Monitor and order supplies; Produce reconciliation of the procurement card; function as departmental timekeeper; maintain/update external contact lists; maintain a repository of reports submitted by CSU to external agencies; Provide direction to student or temporary support staff as appropriate.

Budget Management and HR Coordination:

-Assist in the development of the annual IR&A General Fund, priority funds, reserved funds, Trust Fund, and Systemwide fund budget request.

-Reconcile accounts on a monthly basis and make appropriate corrections to ensure that the budgets are accurate and that expenditures are in compliance with fund sources' policies, GAAP, laws, regulations and restriction of funds. Address issues of concern as needed.

-Responsibility for assignment of funds related to external contracts and the IR&A Annual General Fund budget. This includes preparation/ tracking of budget allocations orders, budget and expenditure transfers, encumbrances, purchase orders, disbursements, salaries, etc.

-Prepares budgetary analysis of financial reports in consultation with AVC, senior leadership, other appropriate CSU parties, and/or outside agencies regarding the budget/ contract status. Generate quarterly budget projections.

-Assist AVC, senior leadership, with the preparation of personnel documents, review them for accuracy and compliance with CO processes and procedures.

-Access and process department confidential/HR information through CSU systems.

-Coordinate, prepare, and process HR-related paperwork for recruitment, separation, and reclassification documents.

-Maintain all personnel transactions for IR&A Serves as a sounding board to the AVC to discuss sensitive issues regarding IR&A financial, staffing, and departmental goals.  As needed, shares advice on policy and procedures related to finance, budget, personnel, and related operational issues.

-Leverage CSU systems for questions regarding finance and HR.

-Coordinate IR&A contact/interactions with HR, budget, finance, and procurement.

Data Reporting and Analysis:

-Prepare ad hoc reports/data visualizations from aggregate data files or published reports; Transfer data from CSU and external sources to facilitate IR&A analytic work. Coordinates/oversees document flow with IT related to development of new/new revised data element collections. Coordinate ad hoc projects as assigned. Maintain and monitor the department calendar for the AVC and leadership team.

Other Duties as Assigned:

-Provide general assistance to department staff as needed for the effective and efficient operation of IR&A.

Qualifications

This position requires:

-A bachelor's degree from an accredited four-year college or university or equivalent combination of related work experience and education is required.           

-A minimum of five years progressively responsible administrative support or office management experience required.

-Data management skills, financial/budget experience.

-Ability to maintain professional discretion and confidentiality.

-Must be able to work collaboratively.

-Strong organizational skills and effective interpersonal communication skills.

-Ability to work independently and to handle multiple tasks simultaneously.

-Thorough knowledge of grammar, spelling, proofreading and punctuation.

Preferred Qualifications

-Data visualization and data analysis skills.

-Experience with CSU HR and Budget systems.

-Knowledge of CSU organizational structure, administrative policies, and procedures.

-Proficiency with Microsoft Word, Excel, Outlook, and data visualization software applications.

Application Period

Priority consideration will be given to candidates who apply by November 1, 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. The CSU Chancellor's Office is not a sponsoring agency for staff and Management positions (i.e., H1-B VISAS).

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.

CSUOut of State Employment Policy

California State University, Office of the Chancellor, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California. As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

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.