Assistant to the Associate Vice President (AA/S Exempt I) / Facilities Management - Administration

Assistant to the Associate Vice President (AA/S Exempt I) / Facilities Management - Administration
California State University, San Bernardino


Job No: 509695
Work type: Staff
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time




About CSUSB

California State University, San Bernardino is a preeminent center of intellectual and cultural activity in Inland Southern California. Opened in 1965 and set at the foothills of the beautiful San Bernardino Mountains, the university serves more than 20,000 students each year and graduates about 4,000 students annually. CSUSB reflects the dynamic diversity of the region and has the most diverse student population of any university in the Inland Empire. Seventy percent of those who graduate are the first in their families to do so.

At CSUSB, you can:

• Build your future
• Work with the best
• Be your authentic self
• Focus on you
• Make a lasting impact
• Work for a purpose that is greater than your own
• Bring everything you are, become everything you want

Department Summary

Facilities Planning & Management is here to provide, maintain, and enhance the campus community in support of the University's mission. Facilities Planning & Management consists of two divisions whose combined scope encompasses all aspects of Facilities at California State University, San Bernardino: Facilities Management and Facilities Planning, Design & Construction.


Job Summary

The majority of work for the Assistant to the Senior Associate Vice President for Facilities Planning and Management is administrative and analytical in nature with duties covering operational, policy and program research, analysis, reporting, and evaluation for the effective development and administration of programs or improvements to operational policies and procedures. Incumbents may also provide program administration or leadership. Responsibilities may include overseeing day-to-day administrative operations and providing lead work direction to others.

Responsibilities include:

Program Administration (In conjunction with the current support staff):

• Serve as key technical support to the Senior Associate Vice President regarding strategic objectives and methods with a broad and far-reaching policy and operational impact.
• Maintain employee evaluation guidelines and deadlines and coordinate with the Facilities and FPDC managers.
• Coordinate all personnel actions within the department.
• Develop strategies for employee position management to improve employee development and minimize the negative impact of extended position vacancies. This supports university strategic objectives and ensures the readiness of Facilities Planning & Management to provide sustained and effective services to the multitude of departments that comprise the university.
• Work closely with the Senior Associate Vice President, Facilities Management Director, FPDC Executive Director, Facilities Management managers, Human Resources, CSUEU and SETC union representatives to work through potentially sensitive employee situations. Utilize consultative skills in working with internal and external contacts.
• Coordinate recruitments and initiate the appropriate forms and obtain authorizations as needed.
• Responsible for preparing complex reports and handling problems of sensitive nature.
• Serve as the key department contact and advisor for all Facilities Planning & Management managers.
• Oversee the day-to-day operations of Facilities Planning & Management including providing lead work direction to other professional and technical staff.
• Anticipate problems and assess the impact of proposed solutions on various organizational areas.
• Draft confidential disciplinary action correspondences for the Facilities Planning & Management management staff. Manage all information, in all medias, in a confidential manner.
• Serve as liaison for the Senior Associate Vice President for all Facilities Planning and Management administrative staff.

Executive Administration (In conjunction with the current support staff):

• Provide leadership and policy guidance for Facilities Planning & Management and cross campus departments regarding strategic objectives and processes relative to fiscal, budgetary, and procurement programs.
• Provide executive support, calendaring and scheduling for the Senior AVP including coordination with campus Senior Leadership, internal and external stakeholders.
• Utilize analytical skills and sound judgment to research regulations and ensure that Facilities Planning & Management operations comply with statues, policies, and regulatory requirements.
• Represent and understand the interests of the campus and Facilities while adhering to the mission of the university and its strategic goals.
• Independently handle and implement complex projects and develop business solutions that meet programmatic, administrative, and financial objectives.
• Represent Facilities Planning and Management on campus committees, recruitments, etc. as an extension of the Office of the Senior AVP.
• Effectively communicate methods and formats, utilizing persuasion and negotiation skills, to build consensus to influence organizational direction.
• Act as a liaison when customer service issues go beyond the scope of the responsibility of staff. Communicate effectively with a multitude of campus constituents.

Internal Processes (in conjunction with the current support staff):

• Independently research and analyze appropriate bargaining unit contracts and CSU classification standard relating to personnel actions.
• Assist in developing tailored policies and strategies that support required audit oversight related to the Facilities Planning & Management budget.
• Assist in presenting budgetary recommendations to the Facilities Planning & Management Senior Associate Vice President, Directors, and managers, utilizing negotiation and influence to build budgetary consensus and to maximize the benefit of recommendations from a strategic and operational perspective.
• Develop and implement policies and procedures. Independently determine methods to meet administrative goals. (i.e. Protective Footwear; Undeliverable Salary Warrants, FMLA). Act as internal and external point of contact for policy and procedural matters.
• Represent and understand the interests of the campus and Facilities Planning & Management while adhering to the mission of the university and its strategic goals on numerous committees.
• Serve as key technical advisor to Senior Associate Vice President regarding strategic objectives and methods with a broad and far-reaching policy and operational impact. Use knowledge to anticipate problems and recommend solutions. Specific areas include personnel administration and bargaining unit contracts.

Quality Control / Process Improvement

• Conceive new solutions for quality improvement from a broad interactive perspective using research and analytic skills.
• Monitor service standards to support exceptional customer service.

Employment Status: Full-time, "exempt" probationary position (with the possibility of converting to permanent).

Application Review Deadline: This position will remain open until filled. The initial review of applications will begin on January 27, 2022.

Work Schedule

Monday through Friday from 8:00 am to 5:00 pm, weekends and evenings may be required.

Key Qualifications

• Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations.
• Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty.
• Working knowledge of operational and fiscal analysis and techniques.
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
• Skill in the research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.
• Expertise in investigating and analyzing problems with a broad administrative impact and implications. Ability to anticipate problems and address them proactively.
• Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form.
• Ability to train others on new skills and procedures and provide lead work direction.

Education and Experience

• Bachelor's degree and/or the equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs, PLUS two years of related experience.

Salary

Anticipated Hiring Range: $5,000 per month

Classification Salary Range: $3,897 - $7,051 per month

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. In our commitment to diversity, 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. Our commitment to work toward an environment that values diversity requires that we create, promote, and maintain activities and programs which further our understanding of individual and group diversity. We will also develop and communicate policies and promote values which discourage intolerance and discrimination.

The concept and dimensions of diversity are to be advanced and incorporated into every aspect of university activity, including student life, the curriculum, teaching, programs, staffing, personnel training practices, research, community services, events, and all other areas of university endeavor.

Dimensions of diversity shall include, but are not limited to, the following: race, ethnicity, religious belief, sexual orientation, sex, gender identity, gender expression, ability, socioeconomic status, cultural orientation, national origin, and age.

The implementation of the Commitment to Diversity will rest with the university as a whole. The president, in addition to a personal commitment and involvement, may use the University Diversity Committee, campus administrators, faculty, staff, and students as well as other members of the campus community to implement effectively the philosophy and intent of this statement.


Supplemental Information

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for 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.

California State University, San Bernardino 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.

This position may be "Designated" under California State University's Conflict of Interest Code. This would require the filing of a Statement of Economic Interest on an annual basis and the completion of training within 6 months of assuming office and every 2 years thereafter. Visit the Human Resources Conflict of Interest webpage link for additional information: http://hrd.csusb.edu/conflictInterest.html

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)


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


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