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Chief of Staff and Director of Operations

Employer
California State University, San Bernardino
Location
California, United States
Salary
Salary Not specified
Start date
Oct 26, 2023

View more

Position Type
Administrative, Student Affairs, Student Activities & Services
Employment Level
Executive
Employment Type
Full Time


Chief of Staff and Director of Operations & Fiscal Management for Student Affairs (Administrator II), Student Affairs Division
California State University, San Bernardino



Job No: 532934
Work type: Management (MPP)
Categories: MPP, Administrative, At-Will, Full Time, On-site (work in-person at business location) Job Summary:

Reporting directly to the Vice President for Student Affairs (VPSA), the Chief of Staff and Director of Operations and Fiscal Management for Student Affairs oversees all administrative, fiscal, and personnel functions of the Office of the Vice President for Student Affairs operations. Will serve as key strategist and advisor to the Vice President for Student Affairs on matters including, but not limited to, strategic planning, resource allocation, personnel and fiscal planning, processes, and policy. This position will serve as a senior leadership team member and will oversee continuous and integrated operational improvements.

Major duties and responsibilities:

Executive Leadership and Operational Management:

  • Oversees all administrative, fiscal, and personnel functions for the VP's Office for Student Affairs and support the budget and human resource activities for more than 26 distinct student affairs units, encompassing all business units. Ensures overall operational efficiency and oversight of the Vice President's calendar. The incumbent will have direct supervision of VPSA Office staff, VPSA student employees, and VPSA student interns. Conducts onboarding including, but not limited to, interviewing, hiring, training, leading, monitoring, and providing feedback to evaluations of all divisional employees.

  • Executes performance management of projects and tasks, assigning and coordinating as needed.

  • Provides oversight of the Student Ambassador program, including mentoring and providing daily supervision of student ambassadors in support of division and campuswide initiatives and campaigns.

  • Directs supervision to the Division of Student Affairs (DSA) staff, including but not limited to, DSA Operations and Fiscal Management Analyst, Marketing & Communications Specialist, and Graphic Designer. Provides indirect supervision of other VPSA administrative and budget personnel to provide the framework for policy and administrative change, including change management to remove administrative barriers and support equity.

  • Collaborates with the Executive Assistant to execute divisional initiatives, and prepares agendas for the Executive Team and other divisional leadership meetings and events.

  • Acst as the primary point of contact for all student concerns to assess and address potential issues. The incumbent will identify and frame the issue, formulate, and advance approaches to address them, communicate the proper course of action(s), and work and collaborate with others to the appropriate resolution.

  • Proactively provides the VPSA and senior division leadership with management briefings, including solution-oriented recommendations and strategies to mitigate potential risk or harm.

  • Provides risk assessment and mitigation analysis, including coordination with key campus stakeholders to develop and maintain appropriate internal controls and adherence to policy and/or mandated regulations.

  • Support revenue-generating operations for the division, including philanthropic and grant support to sustain and expand student affairs programs and services.

    Fiscal and Personnel Management:

  • Serves as a designated authority of the VPSA in their absence for all matters of budget, finance, personnel, and other general business operations.

  • Provides managerial responsibility, direct and indirect oversight and supervision of all tasks related to fiscal management for the division.

  • Serves as a strategist and active participant in overseeing a complex budget, encompassing various funding sources, and completing various reports for the University, CSU, State, and Federal reporting agencies.

  • Collaborates with Budget and Financial Services to monitor, report, and address fiscal concerns for the student affairs division.

  • Develops and prepares comprehensive budget forecasting and continuous budgetary and accounting control for various audiences, including external reporting, audits, and reviews.

  • Determines expense priorities, recommending and implementing method changes, unit planning, staffing, programs, and other financial activities.

  • Serves as the primary fiscal agent for Instructionally Related Activities (IRA) and related student fees, including analysis, assessment, and general reporting for campus leadership.

  • Represents the VPSA and other division leaders on personnel matters, including oversight of the division's human resource functions and processes.

  • Collaborates with the Human Resources Division to support personnel functions and processes for Student Affairs for all business units.

  • Tracks and oversees position description development and salary analysis supporting organizational planning.

  • Contributes to HR-related projects, as assigned by division executive leadership, in support of division operations and maximization of human capital.

  • Participates and represents division leadership on matters related to collective bargaining, negotiations, recruitment, staff development, and classification and compensation services.

    Project and Policy Management:

  • On behalf of the VPSA, coordinates with other division leaders and department directors on division-wide initiatives to ensure they are developed, executed, and assessed successfully for both the San Bernardino and Palm Desert campuses.

  • Completes assessment of short- and long-term goals, objectives, and/or strategies at the institutional, division, and unit level, making recommendations to the Vice President and AVPs.

  • Oversees policy development for student affairs concerns and processes that align with divisional and institutional strategic goals.

  • Participates in conversations with the VPSA, division senior leaders, and campus constituents regarding represented employees that may affect collective bargaining unit positions and negotiations, including but not limited to organizational changes, personnel transactions, such as demotions, terminations, potential position elimination, and disciplinary actions.

  • Works independently on divisional projects, reports, and other aspects of the office and/or division and assist with developing and disseminating written reports and correspondence. The incumbent will collect and track performance evaluations of all staff and MPPs each year, collect and collate data for reports for the VPSA.

  • The incumbent will serve on university and divisional committees, and collaborate with the VPSA and division leadership to establish an annual calendar for division programming, reporting, and professional development.

  • Provides administrative leadership on initiatives integral to student success, including the development of projects and programs.

  • Leads planning and coordination efforts on divisional events and activities.

    Organizational Planning:

  • Maintains regular communications with internal and external stakeholders and attend appropriate meetings in support of the Division of Student Affairs.

  • Regularly reviews highly confidential matters to ensure collaboration and adherence to institutional policies and procedures.

  • Provides leadership in creating an atmosphere of cooperation, teamwork, and respect.

  • Attends meetings in place of the VPSA when they are otherwise unable to attend and should be trusted to represent and/or communicate on behalf of the VPSA.

  • The incumbent will be involved in communications that affect collective bargaining unit positions and negotiations. This includes attending, taking notes, representing the Vice President at sensitive and confidential meetings, participating in conversations, and accessing information that may affect collective bargaining unit positions and negotiations.

  • Stay well-informed of current and emerging higher education issues to support the VPSA and other senior leaders in student affairs-related matters.

  • Other classification-related duties as assigned.

    Minimum Qualifications: Required Education and Experience
  • Bachelor's degree
  • five to eight (5-8) years of professional and supervisory experience.

Required Qualifications
  • Thorough knowledge and understanding of the principles, practices, and procedures of CSU and Student Affairs.
  • Strong written and oral communication skills.
  • Advanced skills in short- and long-term planning, program and project management, facilitation, and collaboration.
  • Sound strategic thinking and consulting skills are needed to guide organizational progress toward effective strategies and solutions.
  • Advanced proficiency in supervising and managing the delivery of student support services efficiently; effectively synthesizes information from various sources to be used in management decisions.
  • Possess the ability to understand and resolve administrative problems and solutions involved in operating student success and support initiatives.
  • Ability to understand and utilize student success research and literature for first-generation, low-income, and underrepresented populations.
  • Knowledge of and familiarity with the sociological issues facing underrepresented, first-generation and low-income persons in the university and their communities.
  • Ability to understand the demands and requirements of senior-level management in higher education.
  • Expertise in project planning, development, and implementation.
  • Advanced knowledge to analyze complex problems and devise innovative solutions, working independently and collaboratively.
  • Effective skills to coach, facilitate, and influence people at all levels.
  • Demonstrated leadership in academic and student support services.

Preferred Qualifications
  • Advanced degree in Higher Education, Public Administration, or related field of study.
  • Extensive knowledge of the CSU, CSUSB, and the Inland Empire, and experience in successfully servicing the needs of student populations. Demonstrated commitment to championing the division's mission and vision and using evidence-based practices to inform continuous quality improvement.
  • Group and individual counseling techniques, ability to assess and implement holistic student success programs and services, and capacity to conduct effective group and individual training sessions with staff.
  • Effectively write grant proposals to supplement existing resources.
  • Experience navigating complex organizational environments.
  • Demonstrated experience training and managing student staff in developing and delivering student success initiatives.
  • Innovative use of technology and competency in building and analyzing data of all types for decision-making purposes.
  • Advanced knowledge of federal, state, and/or regional reporting requirements and standards.
  • Experience working with student affairs and academic affairs units to develop and implement student success and engagement programs, best practices and/or retention initiatives in a university setting.
  • Financial and business analysis techniques; database construction management and retrieval methods; familiarity with the roles and functions of student affairs and student service units in higher education; understanding of rules, regulations, and laws regarding student records; customer service standards and procedures, record retention and/or destruction policies and procedures.

Compensation and Benefits:

Anticipated Hiring Range: $8750 per month

Classification Salary Range: $4583 - $14,713 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:

Work status: Full-time/Exempt/At-will

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.

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.

First considerations will be given to candidates who apply by Wednesday, November 8, 2023 and will continue until the position is filled; however, the position may close when an adequate number of qualified applications are received.

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.

Mandated Reporter

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.

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 Nora Jean Fernandez, ADA Manager at Nora.Fernandez@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


To view full description and to apply, visit: https://www.csusb.edu


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