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Director, Business Operations - Administrator II

Employer
California State University- East Bay
Location
California, United States
Salary
Salary Not Specified
Posted Date
Dec 3, 2021

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Position Type
Faculty Positions, Business & Management, Business Administration, Management, Administrative, Business & Administrative Affairs, Other Business & Administrative Affairs, Financial Affairs, Human Resources Administration
Employment Type
Full Time
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Salary and Benefits

The salary range will be from $95,000 - $115,000 per year.

This position is a Management Personnel Plan (MPP) position in the CSU, and serves at the pleasure of the President.

The CSU enjoys a generous benefits program with employer paid life insurance ($100,000), as well as health, dental, and vision insurance with the monthly premium largely paid by the CSU. Additionally, we offer a broad range of other benefits which includes dependent and health care reimbursement accounts, tuition fee waiver, 401k, 457 and 403(b) plans.

The CSU belongs to the CalPERS retirement plan in which medical and dental insurance continues in qualified retirement.

The CSU has 14 paid holidays and the position earns 24 days of vacation and 12 days of sick leave per year.

For more information on the benefits program, please visit https://www.csueastbay.edu/hr/benefits/index.html

About Cal State East Bay

Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). With an enrollment over 15,800 students, Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability.

About the Position

Under the direct supervision of the Associate Vice President of Facilities Development and Operations (FD&O), the Director of Business Operations serves as a key administrator and member of the FD&O executive team. The incumbent plays a key role in the success of the department by taking the lead in the development, implementation and the continuous improvement of processes and procedures needed for the execution and delivery of FD&O services to the campus community. To ensure FD&O services are aligned and complementary to the goals and objectives of the department and the University, the incumbent oversees the department’s budgets, general administration, personnel administration, and customer service as listed below:
  • Business Services
  1. Business and Administration Operations
  2. Budget and Financial Planning
  3. Facilities Information Technology
  • Customer Service
  1. Workflow Management
  2. Service Desk Operations and Customer Relations Management
  3. Materials Management and Warehouse Services
  4. Asset Inventory and Management
  • Human Resources Liaison
  1. Staffing administration
  2. Payroll and Benefits
  3. Training and development
  4. Compliance management


Responsibilities

Prepare FD&O’s annual budgets and financial forecasting. Monitor annual operating budget of over $10.0 million and energy budget of over $4.0 million. Prepare, analyze, and coordinate all service group budgets; work with departments in Finance Services: Accounting and Fiscal Services, Budget and Finance Services, Procurement and Support Services to maintain an effective and efficient accounting and financial reporting system that meets applicable compliance requirements.

Responsible for personnel administration functions for staff consisting of full-time, part-time, temporary, hourly, student assistants and consultants, including: a standard recruitment and hiring procedure for all personnel; payroll process, i.e. regular, overtime, asbestos, shift differential, hourly, consultant and student payroll; ensure compliance to standards of the offices of Human Resources and Equal Employment Opportunity; Research, develop and coordinates programs such as the apprenticeship program, quality and continuous improvement programs, as applicable.

Oversee workflow services to ensure processes are well coordinated and assigned to meet service request timelines, coordination, tracking and reporting. Oversee development of key performance metrics to measure success and to target service improvements within the various service units; Oversee FD&O service desk operations including end to end customer relations management from service request origination through work execution, job closeout, and customer notification. Incumbent is responsible for the administration of customer surveys, quality assurance procedures including the processing of customer feedback and complaint resolutions.

Serve as department liaison for Human Resources, Payroll, Risk Management, University Police and other administrative departments. Ensure the department maintains compliance with all campus, CSU, state and federal rules and regulations, collective bargaining contracts. Champion development of department procedures and processes.

Oversee procurement including public works contracting processes, from initial service scope development to final contract awards; oversee contracts with University contracted inventory vendor; procurement process of new equipment, supplies/materials, and services for entire staff; oversee materials and equipment procurement and security. Responsible for annual inventory of all tagged equipment belonging to PPM and reporting this to Asset Management.

Serve as gatekeeper for FD&O for all FD&O standard operating procedures and processes and provide guidance to managers to on board new employees and to off board separating employees. Serve as the management for all department compliance audit and action plans.

Required Qualifications

Ability to:
  • Lead, coach and mentor diverse team to support operational mission of the department
  • Analyze situations, identify potential problems, and take proactive corrective actions.
  • Maintain effective working relationship with University’s senior administration, faculty, staff and students
  • Interpret and apply University policies and procedures.
  • Determine needs and oversee the performance of a wide range of complex assignments.
  • Effectively work with campus personnel, government representatives, contractors, and vendors.
  • Communicate effectively in a wide range of contexts across the diverse university community
  • Use sound judgement to make decisions, and to facilitate process and organizational change.
  • Work collaboratively with departments across campus to accomplish agreed goals and objectives and to establish priorities among competing assignments.
  • Strategically align business office services to help facilitate FD&O goals and objectives.
  • Champion development of initiatives and programs to build morale, create a positive work culture, and to instill excellence in the delivery of FD&O services to the campus community.
  • Work in a dynamic work environment where adaptability and willingness to accept new assignments or changes to existing assignments are needed.
Skills in:
  • Organizing and analyzing data, developing metrics and key performance indicators to inform and to assist with decision making.
  • Leading diverse team by setting performance expectations and providing coaching and mentorship to support individual, team and department success.
  • Addressing highly sensitive issues and maintaining strict confidentiality.
  • Problem solving and strategic thinking.
  • Developing and implementing process improvements and change management.
  • Developing, administering, and evaluating customer surveys for service improvements.
  • Developing and implementing effective customer service programs that promotes inclusivity and engagement of all FD&O staff across all operational units.
  • Championing improvements and organizational changes to support the University’s strategic objectives.
Knowledge of:
  • Budgeting and financial standards to ensure compliance and accountability.
  • Procurement and contract administration
  • Fundamental management principles and procedures.
  • Quality assurance procedures to support operations and to meet customer expectations.
  • Staff and performance management
  • Human resources policies, standards, and procedures.
- Valid California driver’s license or ability to obtain by date of hire

Minimum Qualifications
  • Baccalaureate Degree
  • Minimum 3 years of progressive business administration, staff management, customer service, or human resource management in an education setting or similar environment.
Preferred Skills and Knowledge
  • Masters in Business Administration or Management
Condition(s) of Employment

Satisfactory completion of a background check (including LiveScan, as appropriate), that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment. Cal State East Bay will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position.

All background checks are conducted through the university's third party vendor, Accurate. LiveScan is conducted through the University Police Department.

EEO Statement

As an Equal Opportunity Employer, Cal State East Bay does not discriminate on the basis of any protected categories: age, ancestry, citizenship, color, disability, gender, immigration status, marital status, national origin, race, religion, sexual orientation, or veteran's status. The University is committed to the principles of diversity in employment and to creating a stimulating learning environment for its diverse student body.

Other Information

All California State University campuses, including Cal State East Bay, are smoke and tobacco-free. For more information, please visit our website at http://www.csueastbay.edu/smokeandtobaccofree/

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, the Cal State East Bay Annual Campus Security Report is available at: http://www.csueastbay.edu/upd/safety-and-security-reports.html

At CSUEB, the following nine competencies have been identified as valued leadership qualities: Communication, Cooperation, Delegation, Empathy, Feedback, Innovation, Leadership Presence, Passion and Strategic Ability. While we may not expect our managers to exhibit all of these competencies, we do expect them to aspire to develop them. As part of the annual evaluation review process, the Director, Business Operations will be evaluated on each.

Sponsorship

Cal State East Bay is not a sponsoring agency for Staff or Management positions and we are not an E-Verify employer.

Mandated Reporter

The incumbent in this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and will be required to comply with requirements set forth in the CSU Executive Order 1083 as a condition of employment.

CSU Vaccination Policy

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to hr@csueastbay.edu .

Advertised: December 03, 2021 (9:00 AM) Pacific Standard Time
Applications close:

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