Presidential Operations Specialist

Job Description:

Presidential Operations Specialist

Description

• • Position Summary
  • (Classified as: Confidential Administrative Support, PSL II)
    
    Full-time position available on or after November 11, 2024 for President's Office.
    
    The Presidential Operations Specialist provides essential administrative and secretarial support for university administrators within the President’s Office. The incumbent is responsible for overseeing daily operations, organizing events, and coordinating workflows. This role serves as a primary contact for campus constituents and external parties, manages data and prepares reports, and ensures efficient office operations while supporting staff training, project coordination, and process improvements.
    
    
  • Job Duties
  • Duties include but are not limited to:
    • Perform administrative duties in support of work unit operations and coordinate work activities.
    • Set up and maintain office procedures related to a specific academic program or administrative office.
    • Develop documents involving the use of software features such as charts, tables, and graphics.
    • Provide lead work direction and coordinate unit workflow.
    • Perform administrative duties and/or project work and coordination related to programs, policies, and procedures.
    • Organize and arrange special events, and related activities.
    • Provide guidance and work direction to other office support staff as needed.
    • Assist with interviewing, hiring, and performance reviews, making recommendations as appropriate.
    • Train and mentor new employees, promoting a collaborative work environment.
    • Interact with a variety of campus and community constituents.
    • Work with students, faculty, and staff to assist them or resolve problems.
    • Network to build campus relationships to expedite work and projects.
    • Coordinate work and projects.
    • Serve as a primary contact and/or resource to outside parties, such as vendors or governmental agencies, and/or to top-level administrators.
    • Maintain, gather, and analyze data and information for various purposes.
    • Track, monitor, coordinate, and/or compile department activities, programs, or events, as well as manage financial tasks such as inputting contract information, processing payment requests, handling catering expenses, and overseeing budget-related transactions.
    • Compile and prepare various reports.
    • Use and maintain office support technology and systems such as word processing, desktop publishing, spreadsheets, and databases to produce results.
    • Perform standard clerical and secretarial work.
    • Process standard and electronic mail.
    • Prepare and compose correspondence, reports, and other documents.
    • Create and maintain standard and electronic records and files and recordkeeping systems.
    • Arrange meetings and events.
    • Make travel and other arrangements.
    • Order and maintain supplies.
    • Troubleshoot office technology problems and systems.
    • Perform other general office support and maintenance activities.
    • Other duties as assigned.
  • Minimum Qualifications
  • Education/Experience: Entry qualifications would normally be obtained through a bachelor’s degree or professional training program specific to the position (e.g. Certified Public Accountant) and directly related work experience, or a combination of education and experience which demonstrates the ability to perform the essential functions of the position.
  • Preferred Qualifications
  • • Bachelor’s degree in business administration, Accounting, Public Administration, or a related field.
    • Minimum of 3-5 years experience in an administrative support role, including experience supporting senior or executive leadership and/or demonstrated office management and coordination skills, preferably within a higher education.
    • Bilingual proficiency in English and Spanish is preferred for effective communication with a diverse range of campus constituents and external partners.
    • Demonstrated experience in event planning and coordination for groups or programs of varying sizes.
    • Proven experience using financial management systems (e.g., Concur, PeopleSoft, or similar systems).
    • Demonstrated experience preparing reports, managing program data, and tracking expenditures.
  • Knowledge, Skills, Abilities
  • • Experience to be fully functional in all technical aspects of work assignments.
    • Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
    • Thorough mastery of English grammar, punctuation, and spelling.
    • Thorough knowledge of office systems and expertise in using office software packages, technology and systems. May function as the office information technology specialist. Ability to use and quickly learn new office support technology systems and software packages is a prerequisite.
    • Ability to independently handle multiple work unit priorities and projects.
    • Ability to interpret and apply a wide variety of policies and procedures independently and use judgment and discretion to act when precedents or specific guidelines do not exist.
    • Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
    • Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
    • Ability to analyze operations and procedural problems and develop, recommend, and evaluate proposed solutions.
    • Working knowledge of budget policies and procedures.
    • Ability to perform business math, such as calculate ratios and percentages, track and analyze financial and/or budgetary data, and make accurate projections requiring some inference.
    • Ability to effectively write and present own reports.
    • Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
    • Ability to use negotiation and persuasion skills to achieve results and expedite projects.
  • Special Conditions
  • • Ability to work a flexible schedule (evenings/weekends as needed).
    • Occasionally travel between sites or off-campus locations.
  • License or Certifications
  • • Valid California Driver's License.
  • Salary Range
  • Anticipated salary will be $4,464 - $5,416 per month plus excellent paid benefits. Salary will depend on the qualifications of the successful finalist. (Full Confidential Administrative Support range: $4,464 - $10,689 per month)
  • Compensation & Benefits
  • Commensurate with qualifications and experience. As a member of the 23-campus CSU System, we offer an extremely competitive benefits package that includes, but is not limited to, outstanding vacation, health, dental, and vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 15 paid holidays a year. Link to C99 Benefits Summary: CSU Employee Benefit Summary
    
    
  • How to Apply
  • To be considered, qualified candidates must submit a completed Stanislaus State online employment application, cover letter, and resumé. Applications are accepted electronically only. Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration. To apply online, please click the “Apply Now” button on this page.
  • Application Deadline
  • OPEN UNTIL FILLED; SCREENING TO BEGIN ON OR AFTER NOVEMBER 7, 2024 (Applications received after the screening date will be considered at the discretion of the university.)
    
    
  • Criminal Background Clearance Notice
  • Satisfactory completion of a background check (which includes checks of employment records, education records, criminal records, civil records; and may include motor vehicle records, professional licenses, and sex offender registries, as position requires) 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.
    
    
  • Additional Information
  • Campus & Area
    California State University, Stanislaus serves the San Joaquin Valley and is a critical educational resource for a six-county region of approximately 1.5 million people. The University is fully committed to creating a culture of diversity and inclusion - one in which every person in the University community feels safe to express their views without fear of reprisal. Widely recognized for its quality academic programs, the University has 10 nationally accredited programs and 662 faculty members. 94 percent of full-time faculty holds doctorates or terminal degrees in their fields. The University offers 43 undergraduate majors, 16 master's programs, 7 post-graduate credentials, a doctorate in education and serves more than 10,000 students. New instructional facilities have been built for the unique pedagogy of professional programs, laboratory sciences and performing arts.
    
    Stanislaus State continues to receive national recognition with its ranking as one of the best 384 colleges in the nation by The Princeton Review. The University was one of 12 public universities in the nation to be recognized by the American Association of State Colleges and Universities for demonstrating exceptional performance in retention and graduation rates. In addition, U.S. News and World Report ranks Stanislaus State in its top 10 among public universities in the West, while Washington Monthly honored Stanislaus State as the West’s No. 1 university for the money. Stanislaus State also is recognized as a Hispanic-Serving Institution (HSI) by the U.S. Department of Education.
    
    Clery Act Disclosure
    
    Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the annual security report (ASR), is now available for viewing at https://www.csustan.edu/annual-campus-security-report . The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Stanislaus State for the previous three years. A paper copy of the ASR is available upon request by contacting the office of the Clery Director located at One University Circle, Turlock, CA 95382.
    
    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. All qualified individuals are encouraged to apply. 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 7/21/17, as a condition of employment.
    
    Applicants requiring necessary accommodations to the application process may contact the Human Resources Department at (209) 667-3351. California Relay Service is available at (800) 735-2922 voice and (800) 735-2929 TDD. As a federal contractor, we are committed to attracting a diverse applicant pool. Please consider completing the Voluntary Self-Identification of Disability form (your response will not be shared with the search committee) at: Voluntary Self-Identification of Disability PDF Form .
    
    CSU Stanislaus 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 document form upon hire.
    
    The CSU is a state entity whose business operations reside within the State of California. The CSU prohibits hiring employees to perform CSU-related work outside California.
    
  • The individuals who appear to be the best qualified for this position will be contacted by telephone or email for an interview.
    
    INFORMATION CONTAINED IN THIS ANNOUNCEMENT MAY BE SUBJECT TO CHANGE WITHOUT NOTICE
    
    

Advertised: Oct 23 2024 Pacific Daylight Time
Applications close:

Closing Date/Time: