Division Operations Officer (Administrator II)
Division Operations Officer (Administrator II)
Job No: 499985
Work Type: Management (MPP)
Location: Dominguez Hills
Categories: MPP, Administrative, At-Will, Full Time
This is a full-time management (MPP) position. MPP employees serve at the pleasure of the campus President. MPPs do not serve a probationary period and never receive permanent status.
This position is a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position is required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.
Conditions of Employment
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.
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 CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information.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.
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 as a condition of employment.
Application Deadline & Salary Information
Review of applications will begin Thursday, April 29, 2021, and the position will remain Open Until Filled.
Salary is commensurate with experience.
Under the general direction of the Vice President of Administration and Finance/Chief Financial Officer (CFO), the Division Operations Officer is primarily responsible for the day-to-day office administration of the executive suite. The incumbent will perform executive administrative operations, establish office protocols and procedures, maintains the VP/CFO schedule and calendar, and prepares high-level presentations, correspondences, and memos for the VP/CFO and Sr. Leadership team. In addition, the Division Operations Officer will oversee project management responsibilities and coordinate projects for the VP/CFO both internally and externally. This position serves as a Liaison to Sr. Leadership and Foundation staff and supervises administrative office support staff.
Required Education and Experience:
Bachelor's Degree and five to eight (5-8) years of professional related experience managing an executive office for a senior-level administrator.
Managing an executive office for a Vice President or higher.
Experience in Higher Education or Financial industry
Experience and/or certification in project management
Required Knowledge, Skills, and Abilities:
- Knowledge of executive office procedures and practices
- Demonstrates cooperative behavior with supervisors and coworkers.
- Thorough mastery of English grammar, spelling, and punctuation
- Demonstrates attention to detail
- Ability to organize executive office suite
- Ability to manage multiple projects, tasks, and deadlines
- Ability to develop, interpret, and apply applicable policies and procedures independently and make sound judgments.
- Communicate effectively both written and orally
- Ability to establish and maintain effective working relationships at all levels, with a focus on customer service
- Strong organizational skills and coordination skills
- Ability to handle highly confidential and sensitive matters
- Demonstrates ability to take initiative, and work independently with only high-level instruction
- Ability to be innovative, transformative, and apply to effective and efficient practices for office operations.
- Skill in developing solutions for complex situations
- Ability to research, conduct analysis and prepare materials
50% Executive Administrative Operations
Provides administrative support to the VP of Administration and Finance/CFO, working closely with the President's Office and Foundation staff.
Plans, organizes, and oversees the day-to-day administration of the Vice President Suite and ensures the alignment with organizational objectives. Manages the purchasing, maintenance, and repair of office supplies and equipment.
Develops processes and procedures that ensure the efficient and effective operations of the office which directly impacts the division and works in collaboration with other division executive suites and the Office of the President.
Manages the internal operations within the Vice President Suite. Implements procedures and practices for an efficient workflow of assignments entering and exiting the VP executive suite and provides reports to the VP.
Ensures staff conformance to procedures and efficient functioning of the department
Creates high-level professional presentations for the VP, gathers information and works with various areas to ensure material is correct and appropriate.
Initiates correspondence and memoranda documents on behalf of VP and Sr. Leadership Team from brief instructions.
Ensures division/department organizational charts and website information are current.
Review personnel actions with HR Liaison and gather documents for VP review and signature and writes personnel-related correspondences for VP.
Maintains the VP of Finance and the CFO's calendar, scheduling internal and external meetings, noting events and appointments, and including all necessary information and materials.
Arranges VP of Administration & Finance/CFO's meetings, coordinating with staff to be present and collecting relevant documents. Ensure that preparations for meetings are made in advance.
Arranges detailed travel arrangements for the VP and members of the Sr. Leadership team.
Prepares internal expense vouchers and coordinates reimbursement as applicable
Maintains the VP personal and general files as appropriate.
Works closely with other campus Division executive assistants to assist in the coordination of scheduling of meetings and projects.
Supervises executive office staff support and students.
30% Project Design, Management, and Support
Involved in the strategic development of ideas, proposals, structures and for various projects involving the VP of Administration and Finance/CFO and Senior Leadership Team.
Coordinate projects with the Chancellor's Office and external local committees.
Manages and tracks multiple projects, providing written updates to the VP/CFO and Leadership Team, as appropriate.
Recommend and participate in the development of organizational policies and procedures; serve on strategic planning and policy-making/procedure committees
Actively participates in short-and long-range organizational and operational planning; develop and implement projects and programs to assist in the accomplishment of established goals
Ensures set deadlines are met ad performs follow up on action items with Sr. Leadership and department managers
Monitors the completion of internal and external tasks and projects.
Maintains a system of all major assignments given to managers and Foundation.
15% Serves as liaison between the VP/CFO, the Leadership Team, and Foundation departments
Works in consultation and provides executive support to Sr. Leadership, creating agendas, memos, soliciting materials and coordinating regular Leadership Team meetings.
Communicate pertinent information between the VP of Administration and Finance/CFO and Executive Director of Foundation and staff, suggesting courses of action using discretion and initiative.
Interacts with stakeholders, assists with sending correspondence, and works with department staff to provide content for periodic internal communications.
Assists other departments and works as a member of interdepartmental teams to ensure the effective and efficient operations of Administration and Finance.
5% Other duties as assigned
California State University, Dominguez Hills, is strongly committed to achieving excellence through a diverse workforce.
California State University Dominguez Hills is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status. For more information or definition of these terms, please visit:
Individuals with disabilities requesting accommodations under the Americans with Disabilities Act (ADA) may call the Human Resources Office at (310) 243-3771.
Clery Act crime statistics for CSUDH are available at https://www.csudh.edu/dhpd/clery/crime-stats/ , or by calling University Police at (310) 243-3639. Upon appointment, all candidates must furnish proof of eligibility to work in the U.S.
The California State University is Smoke and Tobacco Free. Smoking, Vaping and other Tobacco use are Not Permitted anywhere on University property. Education Code 42356, CCR Title 5, Article 9
Applications Close: Open until filled
To apply, visit: https://careers.csudh.edu/en-us/job/499985/division-operations-officer-administrator-ii