Administrative Coordinator, Compliance Unit (515510)

  • California State University (CSU) Chancellor's Office
  • Long Beach, California
  • Jun 16, 2022
Full Time Clerical and Administrative Support Regulatory and Licensing

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 Administrative Coordinator, Compliance Unit. 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

Confidential Administrative Support I - PSL I

Position Information

The California State University, Office of the Chancellor, is seeking an Administrative Coordinator, Compliance Unit to be responsible for independently performing the full range of day-to-day administrative duties for the Senior Systemwide Director, two managers and multiple special consultants. Additionally, the Administrative Coordinator organizes and coordinates trainings, workshops, and meetings; creates and analyzes complex reports along with creating surveys and analyzing their results.

Responsibilities

Under the general direction of the Systemwide DHR/WB/EO Compliance Officer and Senior Systemwide Director, the Administrative Coordinator, Compliance Unit will:

-Maintain confidential status on all unit work product.

-Provide exceptional customer service.

-Prepare and process a variety of correspondence and documents.

-Research, compile, design, and draft information for preparation of reports, forms, PowerPoint presentations, Excel spreadsheets, Executive Orders, and projects; assure proper format, accuracy, and completeness.

-Coordinate systemwide trainings through communication with external vendors to process, negotiate and finalize contracts, and process appropriate paperwork (including Vendor data record form, Statements of Work, PO Requests, confirm terms of agreement with Vendor, etc.), build registration websites and oversee conference RSVPs, selection and booking of caterers, and all other conference related logistics including creation of training materials and billing the campuses.

-Produce and analyze complex reports and statistics of appeals and DHR/WB/EO historical data based on campus, basis, and various categories.

-Train and supervise temporary hires, student workers and clerical staff assigned to unit.

-Coordinate travel arrangements for all staff of this unit and process reimbursements.

-Manage department travel card and invoice processing along with reconciliation of monthly P-Card and travel Card statements.

-Project management - assist the Senior Director and other unit members with coordination of projects, with and without the support of other team members.

-Assists with preparing memos and letters, generate forms needed to begin human resource actions.

-Researches and responds to request for information up to and including Public Records Act (PRA) requests.

-Creates and administers systemwide surveys and analyzes results

-Respond to a variety of campus and department staff inquiries

-Develop and maintain internal office lists, systemwide listservs, unit related websites including CSYou intranet page and DHR/WB/EO website and unit project lists, and Systemwide DHR/WB/EO Sharepoint Site content/user access.

-Convert documents into web ready format according to ATI compliance requirements.

-Execute unit's record retention schedule and research potential new record retention software for implementation within DHR/WB/EO Compliance unit.

-Recommend and provide input on the development and the updating of DHR/WB/EO compliance guidelines and procedures and systemwide policies.

-Review unit funds through reconciliation of unit budget in CFS Data warehouse.

-Open and maintain confidential and other office files, both hard and electronic.

-Maintain calendars and case management forms.

-Interprets and applies HR policy.

-Schedule and communicate with applicants to schedule interviews.

-Monitor and order office supplies.

-Open, sort, and distribute mail.

-Troubleshoot and schedule repairs, when needed, of computers, telephones, and office equipment

-Proofreading, copying, and filing, answering phones and other duties as needed.

-Perform special projects as assigned.

Qualifications

This position requires:

-A minimum of 5 years responsible administrative/clerical experience in a confidential environment; general experience as an Administrative Assistant or similar positions.

-Thorough knowledge of the functions and structure of a higher education office environment; excellent written, verbal, and non-verbal skills.

-Experience handling confidential and sensitive information.

-Confident, articulate, and professional speaking abilities.

-Excellent proofreading skills.

-Ability to coordinate, multitask and independently set priorities when there are conflicts.

-Ability to work in a complex environment with multiple priorities.

-Excellent organizational skills.

-Ability to establish and maintain efficiently organized department files and reference materials.

-Excellent people skills and customer service orientation.

-Ability to learn, independently interpret, and apply a wide variety of complex policies and procedures.

-Ability to independently identify appropriate applications of a wide variety of complex written policies and procedures in circumstances for which guidelines do not exist or for which guidelines conflict.

-Knowledge of Outlook, Word, Excel, and PowerPoint and survey software.

-Ability to work effectively as part of a team.

Preferred Qualifications

-Bachelor's Degree preferred but not required.

Application Period

Priority consideration will be given to candidates who apply by June 29, 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.

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.

Title IX

Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at: https://www2.calstate.edu/titleix

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/

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