Office Coordinator (Confidential Office Support II), Presidents Office

California State University, San Bernardino•San Bernardino, CA

2d•$3,686 - $4,799•Onsite

About The Position

The Office Coordinator provides support to the President and the President’s Office by coordinating the budget and financial transactions, and providing administrative support. The position coordinates executive office activities including budget support, meeting and event logistics, briefing materials, and executive communications while regularly handling sensitive and confidential information related to personnel matters, investigations, and issues that may affect collective bargaining unit positions and negotiations.

Requirements

Bachelor’s degree and directly related experience, or an equivalent combination of education and experience that demonstrates the ability to perform the essential functions of the position.
Incumbents at this level work relatively independently and possess the experience to be fully proficient in performing most or all of the work assignments defined for their position.
Typically, incumbents have acquired the requisite skills and knowledge through a combination of education, training, and progressive work experience to be able to demonstrate competence in independently applying judgment and nonstandard applications and systems, solving a wide range of problems, developing practicable and thorough solutions, and using effective communication and listening skills.
Valid CA Driver's License.
Reside in the State of California.
Satisfactory completion of a background check (including a criminal records check).
Possession of a valid Driver's License.
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.
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.
This position is designated as a Campus Security Authority (CSA) position under the federal Jeanne Cleary Disclosure of Campus Security Policy and Campus Crime Statistics Act.
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.

Nice To Haves

Completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter.

Responsibilities

Process reimbursement/payments for President Office Staff and adhere to CSU purchasing and procurement guidelines.
Ensure that appropriate funding is used based on division cash planning strategies, accounting categories and follow up on pending financial items as needed.
Create and maintain expense reports for department accounts (including state and auxiliary funds), act as the primary contact for procurement contracts.
Enter travel requests and expense reports on the CSUSB Concur Travel System for team travel advances and ensure that required documentation is received in a timely manner.
Attend training as needed to maintain compliance with CSU and CSUSB policies and procedures.
Coordinate executive-level meetings and events on behalf of the President, Chief of Staff, and Deputy Chief of Staff by independently determining logistical requirements including scheduling, venue arrangements, hospitality, technical support, invitations, RSVP management, parking coordination, and guest accommodations (such as parking and escorts).
Communicate with campus and external stakeholders to ensure meetings and events are organized efficiently and reflect the priorities and protocols of the President’s Office.
Prepare briefing folders for standard/routine meetings including preparing summaries and supplemental information to prepare President to attend.
Research and analyze highly confidential and sensitive information regarding students, staff, faculty, and off-campus stakeholders requesting meetings with President.
Research and summarize historical and performance data such as grant performance, individual biographies, and non-profit information including purpose and performance, governing board associations, and 990 filings.
Work with other divisions to collect relevant information and analyze information to ensure completeness.
Provide confidential office support by performing varied tasks related to highly sensitive and confidential matters.
Research university policy and provide feedback on how it applies to departmental operations.
Assist with department events and participate on committees as needed.
Assist with reviewing and distributing department correspondence.
Serve as backup support to the student assistants and assist with front office operations as needed.
Provide backup administrative support to the President and Chief of Staff in the absence of the Deputy Chief of Staff and or Confidential Aide by responding to requests.
Communicate with client via verbal, written, and electronic correspondence (i.e. answering phones, sending emails, greet clients as they enter the President’s Office, etc.).
Attend meetings and take notes as needed.
Follow up on request in a timely manner.
Perform varied administrative tasks, projects, and communicate with internal and external stakeholders as needed.
Perform other classification-related duties and special projects as assigned in support of the operational needs and strategic priorities of the President’s Office.