Confidential Office Support (Confidential Office Support I), Finance Technology & Operations - VP Office

Job Summary:

Under the direct supervision of the Manager of Operations, this position independently manages the University's Public Records Requests, ensuring compliance with state and federal laws; coordinates document collection and tracking requests; and facilitates data delivery. As the Office Lead, the incumbent serves as the key department contact, managing all front office operations and responding to inquiries in a pleasant, customer service-oriented manner and in a timely fashion. The incumbent will support the Vice President, Manager of Operations, Chief Data Officer, and Executive Director for Audit and Advisory Services with administrative tasks, research, and report generation and communicate with internal and external partners, ensuring policy adherence and efficient operations across the Division. This position is regularly involved in communications that may affect collective bargaining unit conditions and negotiations.

Duties and responsibilities:

Public Records Act Request

• Works independently to analyze, review, and respond to all campus Public Records Requests, coordinating the collection of related documents and/or information while adhering to appropriate state and federal laws and regulations, including HIPAA, FERPA, and the California Public Records Act, consulting with University Council as needed.
• Maintains tracking and filing of all incoming records requests.
• Facilitate delivery of data receipt of payment and ensure deadlines are met to ensure compliance as set forth by CA Government Code Sections 6250-6270.5.
• Files grievance information and views information that may affect collective bargaining unit positions and negotiations.
• Collaborates with campus representatives such as lawyers to ensure requests are redacted as necessary to ensure compliance.
• This position is involved in providing information for investigations, including grievances, that may affect collective bargaining unit positions and negotiations.

Executive Analyst Support

• Works independently to perform multiple specialized high-priority, analytical tasks while maintaining professionalism and quality customer service.
• Serves as the Office Lead, coordinating all front office operations and liaising with all external partners to maintain working relationships with university administration, faculty, staff, distinguished alums, and others.
• Provides background, insight, and advice to the Manager of Operations, Chief Data Officer, and Internal Auditor about such functions as the analysis, design, implementation, and evaluation of various administrative systems to support the division's program and operational procedures.
• Anticipates, identifies, and gathers information on critical issues while obtaining advice and input from other campus resources, formulates solutions using reasoning and the interpretation and application of theories and principles to develop and recommend alternatives and best courses of action prior to consulting the Manager of Operations.
• Conducts analytical research and data collection and generates reports for the benefit of the Vice President’s office, the Office of Audit and Advisory Services, and the Office of Institutional Research and Analytics.
• Reports may include but are not limited to subjects related to budget, facilities management, Public Records requests, personnel, and employee data, including salary and benefits, project development, sustainability, and strategic initiatives.
• Works with minor to no supervision to maintain the VP, Chief Data Officer, and Internal Auditor’s calendars.
• Typical responsibilities include but are not limited to coordinating weekly, monthly, and quarterly meetings with other executive offices, scheduling appointments, and confirming locations in accordance with the urgency of the subject, prioritizing commitments, and coordinating all in-state and out-of-state travel (Utilizing the CONCUR system: Creating travel itinerary, book flight/hotel accommodations, gather necessary meeting materials and travel reimbursements).
• Takes notes at leadership meetings, including but not limited to grievance matters, negotiations, agreement settlements, organizational restructurings, and personnel transactions that may affect collective bargaining unit positions and negotiations.
• This position is regularly involved in communications that may affect collective bargaining unit positions and negotiations, including facilitating meetings with ELR and IEC when complaints are lodged and keeping track of resolutions.

Division Support:

• Identifies information needed by the Vice President and the Manager of Operations to provide status reports and updates related to the Division.
• Interacts with staff to gather data, research specific situations, determine facts, identify possible solutions, and follow up to resolve certain issues appropriately.
• With appropriate discretion, assists with preparing and reviewing communication materials for the VP's Office and coordinates the VP's communications with other high-level administrative and academic offices at the San Bernardino and Palm Desert campuses, the Chancellor's Office, and other universities.
• Assists in putting together letters to employees regarding their salary and benefit information.
• Prepare personnel requests for Cabinet consideration, including new recruitments, Reclassifications, IRP Requests, and stipend requests.
• Independently addresses questions and inquiries while recognizing the academic and political aspects of the Vice President's Office, possible conflicts of interest, and intentions and attitudes of others.
• Responds to inquiries on behalf of the Vice President and Manager of Operations regarding organization operations, policies, and procedures.
• Works closely with other units on campus (purchasing, travel, human resources, and finance) in order to adhere to policies and procedures relating to the Vice President's events.
• Work regularly requires coordination with individuals at all organizational levels and acts as a representative to outside entities as needed.
• Communicates with external associates on behalf of the Vice President to facilitate and coordinate meetings and track progress independently with minimal to no supervision.

Organizational Administrative Support:

• Under direct supervision of the Manager of Operations, perform a wide range of comprehensive planning and administrative support to the Office of the Vice President for Finance, Technology, and Operations, the Office of Audit and Advisory Services, and the Office of Institutional Research and Analytics.
• Coordinates and updates the department and division website.

Event Scheduling:

• Coordinates all meetings/events for the Vice President of Finance, Technology, and Operations, including all-staff division meetings and special events.
• Responsibilities include securing location, catering, and equipment; coordinating with appropriate campus departments to finalize event logistics while adhering to campus policies and procedures; assisting the Vice President and Manager of Operations with reviewing and preparing presentation materials; and reconciling invoices.
• Serve as a member of various campus committees as requested and/or assigned to represent the Manager of Operations and/or the Vice President.
• Coordinates necessary arrangements for presentations and special items, often participating in meetings and providing analytical input to the VP and other interested parties.
• Processes events paperwork such as invoices, hospitality forms, and backup documentation to ensure payment to vendors.

Recruitment Support:

• Serves on executive and administrative level recruitments. Reviewing resumes, participating in virtual and in-person interviews, and providing assessments of candidates to the hiring manager, Manager of Operations, and Vice President.
• Provide support in the organization and scheduling of candidate campus visits and travel reimbursement.
• Tasks include securing meeting locations, campus tours, and fingerprinting; working with staff, faculty, and administrators' availability to schedule interviews and campus open forums; finalizing catering and confirming hotel accommodations; and providing hospitality and assistance where needed during the day of the visit.

Lead Support:

• Provides lead work direction to the VP FTO Office student assistant program. Typical activities include but are not limited to providing lead work direction and coordination to all student assistants, conducting a student assistant recruitment plan that adheres to student employment procedures, onboarding, training, and development, and assigning daily tasks to student assistants that are appropriate for student job classification.
• Serves as timekeeper for student assistant position(s).
• Coordinates schedules to ensure maximum efficiency while adhering to guidelines and regulations set forth by Human Resources - Student Employment.
• Provides student performance recommendations by planning, monitoring, and appraising assigned tasks and coordinating monthly one-on-one open discussions.
• Other classification-related duties as assigned.

Minimum Qualifications:

• Bachelor's degree in business or public administration, accounting, finance, or a related field from a four year accredited institution.
• Two to five (2-5) years of professional experience in general office clerical work.

Required Qualifications:

• Experience using standard office software programs such as MS Word, Excel, PowerPoint, Teams, and email programs.
• A sound foundation in English grammar, spelling, and punctuation, along with a working knowledge of office methods, procedures, and practices.
• Ability to coordinate and prioritize many different clerical tasks while adhering to project and budget guidelines, along with the ability to accurately maintain records and files.
• Strong organizational skills and detail-oriented, along with the ability to follow directions, take initiative, be flexible, and have the ability to independently make decisions on a day-to-day basis.
• Demonstrate the ability to maintain a high degree of confidentiality.
• Ability to draft and compose correspondence and standard reports is required.
• Ability to handle effectively a broad range of interpersonal contacts, including those at a higher level and those of a sensitive nature, along with the ability to work cooperatively with a diverse group of individuals.
• Ability to interpret and apply policies and procedures independently and use judgment and discretion to act when precedents do not exist, along with the ability to troubleshoot most office administration problems and respond to all inquiries and requests related to the work area.
• Ability to learn, independently interpret, and apply a variety of academic and organizational policies and procedures.
• Ability to coordinate many different tasks, determine the relative importance of each, set deadlines, and complete projects accordingly.
• Ability to effectively handle interpersonal interactions at all levels and highly sensitive interpersonal situations, along with the ability to use negotiation and persuasion skills to achieve results and expedite projects.

Preferred Qualifications:

• Knowledge of the California Public Records Act (PRA)

Compensation and Benefits:

Anticipation Salary Range: $3,328-$4,815 per month

Classification Salary Range: $3,328 - 5,258 per month

The salary offered will take into account internal equity and experience among other factors.

The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 15 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here .

Position Information:

Full-time Non-Exempt Probationary

Academic year schedule: Monday through Friday (8:00 am - 5:00 pm), some evenings/weekends.

Summer schedule: Monday through Thursday (7:00 am - 5:30 pm), some evenings/weekends.

The application deadline is: June 15, 2024

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.

California State University, San Bernardino in not a sponsoring agency for staff or management positions (i.e. H1-B Visas).

Conditions of Employment

Background Check

Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, 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 conditionally offered the position.

Drivers License Check

Possession of a valid Driver's License is required. Employees in this position will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver's license and reflects driving record.

I-9

CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents .

Statement of Commitment to Diversity

In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.

California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion

Closing Statement:

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact CSUSB Benefits at benefits@csusb.edu.

Smoking

CSUSB is a smoke and tobacco-free campus. See policy at https://calstate.policystat.com/policy/6591951/latest/ .

Clery Act

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act

Advertised: Jul 01 2024 Pacific Daylight Time
Applications close: Jul 15 2024 Pacific Daylight Time

Closing Date/Time:

San Bernardino, California 92407 United States View Map