Director, Business & Finance Administration (515015)

  • California State University (CSU) Chancellor's Office
  • Long Beach, California
  • May 28, 2022
Full Time Accounting and Finance Administration and Management

Job Description

Description:

Chancellor's Office Statement

Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. We are currently seeking experienced candidates for the position of Director, Business and Finance Administration. The CSU Chancellor's Office, located on the waterfront adjacent to the Aquarium of the Pacific in downtown Long Beach, is the headquarters for the nation's largest and most diverse system of higher education. The CSU Chancellor's Office offers a premium benefit package that includes outstanding vacation, health, and dental plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 14 paid holidays a year.

Salary

Commensurate with qualifications and experience.

Classification

Administrator III

Position Information

The California State University, Office of the Chancellor, is seeking a Director, Business and Finance Administration to support and manage various projects and initiatives for the Business & Finance division. The incumbent will oversee the administrative unit and activities for the office of the Executive Vice Chancellor & Chief Financial Officer the Director, Business & Finance Administration (EVC/CFO) to ensure needs of the EVC/CFO are met. This position will also manage the Board of Trustees process for all committees under the Business & Finance division and manage Chief Administrative and Business Officer (CABO) activities.

Though the position technically reports to the Chief of Staff, to support administrative team cohesion, this position will also receive direction from the EVC/CFO and the Associate Vice Chancellor for Business & Finance. The position also works closely supporting and receiving direction from the Chief Administrator and Business Officer (CABO) chair and leadership group and interacts directly with Board of Trustee (BOT) members involved in B&F committees. The position also interacts directly with other CABO, BOT, and Chancellor's Officer leaders to address concerns, support onboarding activities, or as needed.

The incumbent will juggle competing priorities in a dynamic and changing environment and will evaluate, delegate, and set work priorities. The position will perform highly sensitive and confidential executive-level support work requiring an awareness of the EVC/CFO priorities and a good understanding of the functions of the Business & Finance division in relation to other units of the Office of the Chancellor, the Board of Trustees, and the CSU campuses. The position requires oversight, management, and coordination of confidential policy, employee, and institutional information that contributes significantly to the development of executive decisions.

This position requires autonomy and judgment and the ability to problem-solve and work independently as well as delegate as appropriate. The incumbent must possess effective communication and listening skills and be able to work directly and interact with employees at all levels within the University as well as with external vendors and the public. This position will provide backup in the absence of the Chief of Staff and will work closely with direct reports to provide backup and coverage to ensure all necessary activities are completed in a timely manner.

Responsibilities

Under the general direction of the Chief of Staff to the Executive Vice Chancellor and Chief Financial Officer the Director, Business and Finance Administration will perform tasks and duties as follows:

-Oversee, conduct, and manage all administrative activities in the EVC/CFO office to ensure needs of EVC/CFO are met. This includes oversight of the shared e-mailbox and electronic files. Ensure that assignments are completed in a timely manner. Oversee and manage the financial activities for the office, ensuring transaction are coded appropriately for accounting and budget. Ensure budget is appropriate to cover expenses; conduct budget transfers and requests as needed. Create messaging and correspondence, and act as quality control for all information disseminated from the EVC/CFO office. Manage and maintain the EVC Office website, CSYou site and EVC-CFO SharePoint site and access. Coordinate onboarding activities for the EVC/CFO office, including for the Chancellor, Trustees. etc.

-Manage all aspects of the Board of Trustees process for the Division of Business & Finance. Request agenda items from staff, create division agenda, track, and finalize items, presentations, and scripts. This includes review and editing of all items and presentations/scripts. Organize B&F pre-rehearsal and coordinate presentations for the BOT Dry Run. Coordinate review meetings with BOT members. Develop and enforce division timelines, interact with trustees and the trustees secretariat, the executive office, and staff, be diligent and persistent to ensure content is appropriate and that deadlines are met. Manage and maintain the BOT SharePoint site and access. Ensure EVC/CFO has necessary information and documents for all BOT activities.

-Coordinate and provide support for CABO meetings by working directly with CABO leadership and presenters to develop agendas and track requests. Compile notes for CABO and other meetings as appropriate. Maintain the master CABO roster, directory, and meeting schedule. Manage and maintain the CABO group site and access.

-Support organizational changes, coordinate recruitments, assist with onboarding of new executives, etc. Coordinate and support division-wide events to boost employee morale (B&F holiday celebration, Fun Committee).

-Provide support for key department strategic initiatives such as the Balanced Scorecard, benchmarking, and organizational efficiency efforts. Support special committees, taskforces, and other ad hoc groups formed. Interact with and provide quality customer service to CSU leadership, staff, campus representatives, and the general public.

-Create and manage department Delegations of Authority. Maintain appropriate documentation on appointments, delegations, and organizational changes. Create/maintain documentation for processes and share with the office team and others as appropriate. Manage division space needs, as necessary.

-Assume responsibility for reviewing and crafting messages sent out regularly to CABO and other groups, and ensuring our messaging within BOT scrips, presentations and items are appropriate.

-This position will oversee staff conducting the administrative duties of the office to ensure activities are performed accurately and timely.

-Provide leadership to the administrative unit by identifying areas for improvement in efficiency and developing appropriate course of action.

-This position is a very strategic and critical position within the EVC/CFO office which requires extreme attention to detail and a proactive mindset to ensure deadlines, etc. are met.

-This position will manage the entire Business & Finance process for the Board of Trustees, an incredible increase in workload.

-Manage the EVC/CFO SharePoint site that house the office's electronic files. Regularly review access to folders to ensure only authorized individuals can view files in specific folders. Educate staff on sharing features that will increase efficiency.

-Promote participation and engagement in virtual/hybrid staff meetings and division-wide events. Develop activities and program for the end of the year B&F holiday celebration. Stay up to date on Zoom interaction features and other meeting engagement tools like Kahoot and Slido to improve employee morale and make meetings more enjoyable.

-Oversee lobbying disclosures reporting for Business & Finance.

-Oversee employee service awards process for Business & Finance.

-Develop and maintain the Administrative Desk Manual, or similar, for the administrative unit. Allowing for cross training that will facilitate completion of tasks and coverage of duties in the event of unexpected absences.

-This position will manage the entire Business & Finance process for the Board of Trustees. Identify, track, and edit items for Board of Trustees (BOT) agendas, ensuring preparation achieves legal posting deadlines. Attend relevant portions of BOT meetings to identify and track issues raised by Trustees. Prepare orientation materials when new trustees are appointed.

-Manage routine HR activities, including recruitments, onboarding, organizational changes, and employee separations.

-Manage CABO meetings ensuring logistics are in place, work with CABO leadership and presenters to create the agenda, attend, and take meeting notes: interact with campus an auxiliary leadership to develop the annual meeting schedule.

-Manage coordination and attend meetings of special committees/taskforces of the EVC/CFO, AVC, and Chief of Staff.

-Represent the office of the EVC/CFO and the Chief of Staff at various office-wide group meetings. Provide summary of discussions and follow-up action items to EVC/CFO and Chief of Staff.

-Assist in many new strategic department activities.

-Coordinate and conduct research and work on special projects and initiatives, as assigned by the Chief of Staff, EVC/CFO, or Associate Vice Chancellor. Includes research, evaluation, analysis, and written or oral reports with recommendations for action that may have systemwide application. Requires working with confidential data and information from the Chancellor's Office and the 23 campuses.

-Analyze and interpret information, issues, and proposals for the EVC/CFO, Chief of Staff, AVC, Business & Finance and other executives.

-Recognize the roles of responsibility, authority, and accountability to interpret organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.

-Develop resourceful solutions to respond to inquiries and complaints and/or prepare responses for other Chancellor's Office staff.

-Assist EVC/CFO, his/her direct reports, and the Chief of Staff, as requested, with highly sensitive and confidential human resources issues, including recruitment, promotion, reorganization, and executive searches.

-Provide management with valid and reliable information for planning purposes.

-Prepare sensitive budget material related to executive decisions regarding student enrollment funding for presentation to CABO, presidents, Board of Trustees, and other CSU constituencies.

-Perform related duties as required and deemed appropriate.

Qualifications

This position requires:

-A Bachelor's degree in business administration, public policy, public administration, higher education administration, or a related field, including a minimum of 10 years of progressively responsible experience in a related area working for a senior executive or administrator in a complex work environment; or equivalent combination of education and experience is required.

-This is a key position in the unit requiring professionalism to interact with the highest levels within the organization with the ability to ensure the office administrative needs are being addressed.

-Ability to handle highly confidential and sensitive matters.

-This position requires autonomy, critical thinking, and strong oral and written communication skills.

-Excel in working across multiple departments/divisions.

-Possess excellent verbal and written communication skills, including accurate spelling, grammar usage, and editing skill. Have strong interpersonal skills and the ability to interact in a professional manner with all levels of staff and CSU constituencies.-Strong analytical skills to enable research, evaluation, and analysis.

-Strong analytical, technical, and decision-making skills with a high-level of accuracy.

-Knowledge of rules, regulations and policies related to the administration of the budget.

-Strong problem-solving and conflict resolution skills to manage complex assignments and/or those that require balancing interests that may be at variance with each other.

-This position requires that a person be highly organized and detail oriented, as well as able to handle multiple tasks simultaneously in a pressured environment with frequently shifting priorities and minimal supervision. Must have tolerance for ambiguity and ability to juggle multiple tasks simultaneously.

-Ability to take initiative and use sound judgment in completing tasks, solving problems, developing solutions, and prioritizing work. Ability to prioritize tasks to ensure completion in a timely manner to meet deadlines and expectations.

-A self-starter who works well independently and in groups, and who will take initiative to develop administrative efficiencies and work on new projects and initiatives, as well as encourage support staff to do the same.

-Experience using standard office equipment (fax, copy machine, scanner) and software such as Word, Excel, PowerPoint, Outlook, and SharePoint, and be comfortable learning new software applications as required. Incumbent may be asked to quickly and accurately produce charts, graphs or tables, as well as draft letters, presentations, and other documents.

-Prior experience using Microsoft Outlook to coordinate, manage, and schedule meetings as well as manage shared email boxes and contacts. Will serve as back-up when the Executive Assistant is out of the office.

Preferred Qualifications

-A Master's degree in a related area is highly preferred.

-Higher education knowledge and experience preferred.

Application Period

Priority consideration will be given to candidates who apply by June 10, 2022. Applications will be accepted until the job posting is removed.

How To Apply

Please click "Apply Now" to complete the California State University, Chancellor's Office online employment application. Please also upload and submit a cover letter highlighting your experience as it relates to this position.

Equal Employment Opportunity

The university is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager at (562) 951-4070.

E-Verify

This position requires new hire employment verification to be processed through the E-Verify program administered by the Department of Homeland Security, U.S. Citizenship and Immigration Services (DHSUSCIS)' in partnership with the Social Security Administration (SSA).

If hired, you will be required to furnish proof that you are legally authorized to work in the United States.

COVID19 Vaccination Requirement

The CSU requires faculty, staff, and students who are accessing campus facilities to be fully vaccinated against COVID-19 or declare a medical or religious exemption. Any candidates advanced in a currently open search process should be prepared to comply with this requirement as a condition of employment. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/

Mandated Reporter Per CANRA

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.

Conflict of Interest

The duties of this position will include participation in decisions that may have a material financial benefit to the incumbent. Therefore, the selected candidate will be required to file Conflict of Interest Form 700: Statement of Economic Interest when they first occupy the position, and on an annual basis, complete ethics training within 6 months of appointment, and attend this training every other year thereafter.

Background

The Chancellor's Office policy requires that the selected candidate successfully complete a full background check (including a criminal records check) prior to assuming this position.

Closing Date/Time: Open until filled

Job Address

Long Beach, California 90802 United States View Map