Office of Academic Affairs Operations Manager -- Administrator II (516010)

  • Cal State University (CSU) East Bay
  • Hayward, California
  • Jun 28, 2022
Full Time Administration and Management

Job Description

Description:

Salary and Benefits

The salary range will be from $95,000 - $110,000 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

Reporting directly to the Provost, this position primarily assists, advises, and represents the Provost by performing administrative duties of substantial scope and complexity on a day-to-day operational basis and is chiefly responsible for the well-functioning operations of the division as a whole and for individual initiatives and projects; serves as chief of staff to the Provost; is responsible for understanding the priorities, strategic directions, and philosophy of the Provost; and incorporates this knowledge in the accomplishment of assigned work. Serves as a lead for special projects at the discretion of the Provost and as a member of university wide committee. The objective of this position is to ensure the delivery of the highest level of service by the Office of the Provost to the four colleges and other units within Academic Affairs and that the office works collaboratively with the other divisions of the university and with the external community and contacts. Incumbent will perform work of a confidential nature in support of developing management's positions with regard to meet and confer, collective bargaining and responding to grievances/complaints.

Responsibilities

Provide Direct Support to the Provost and Vice President for Academic Affairs
  • Develop and coordinate, in consultation with the Provost, complex agendas for various meetings, including Provost's Advisory Council, Academic Affairs Council, and other committees as assigned.
  • As a member of the Academic Affairs Leadership Team (AALT), will support the University's Deans and other senior administrators in their efforts to address specific requests and assignments from the Provost.
  • Coordinate, plan, and develop agendas and activities for forums, retreats, workshops, and other events that involve Academic Affairs administrators, faculty, staff, and other university personnel. Determine documents and information to be included in related topics.
  • Review Executive Orders, coded memos and other communications from the Chancellor's Office, research and compile data and work with the deans, Associate Vice Presidents and the Speaker of the Faculty to ensure timely implementation and responses. Assign tasks to the appropriate areas. Coordinate Chancellor's Office visits. Assure timely completion of Chancellor's Office reports, coordinating input from the assistant Vice Presidents, deans, and/or other campus constituents.
  • Evaluate materials submitted to the Provost for approval. Advise on conflicts of interest. Prepare delegations of authority.
  • Implement the annual processes and work with the college deans, Provost, and president in developing campus responses/submissions to Chancellor's Office initiatives, such as the Panetta Congressional Internship, CSU Outstanding Faculty website, Graduation Initiative, and others as assigned.
  • Assist the Provost in the coordination and project management of the Faculty Retention, Promotion, and Tenure Review program;
  • Faculty Leaves and Awards programs; Faculty Sabbatical Leave program; Faculty Difference-in-Pay Leave program; Faculty Merit
  • Increase program; Faculty Affirmative Action and Research, Scholarship, and Creativity Grant programs; and the Management
  • Personnel Plan Evaluation program to assure timely completion and compliance for the Provost's decisions.
  • Maintain an awareness of collective bargaining agreements and system-wide policies to alert the Provost when documents contain potential problems.
  • Provide administrative support for the Provost's involvement in confidential functions, including grievance-related and collective bargaining-unit issues and other personnel-related matters requiring administrative action of the Provost.
  • Maintain all correspondence for the Provost for faculty and staff relating to confidential HEERA negotiations and any employer-employee relations information with respect to management bargaining positions. This includes the filing of the collective bargaining information and emails pertaining to the collective bargaining process.
  • Assist the Provost by compiling and analyzing data and related documents/information used to support the Provost's fact-finding processes.
  • Advise the Provost on a variety of issues, including office/divisional priorities and deadlines, appropriate personnel matters, and issues related to office operations or inter-divisional operations.
  • Maintain an awareness of current issues related to the Division of Academic Affairs.
  • Assist the Dean of Academic Programs and Services (APS) and the Provost in implementation of strategic initiatives, accreditation requirements, and student success endeavors.
  • Independently compose administrative correspondence and write letters and memoranda conforming to applicable campus or CSU policy ensuring that the grammatical, stylistic, typographical presentation and formats are correct and professional.
  • Edit Academic Affairs materials for publication and distribution for content accuracy, proper grammar, and consistency of presentation.
  • Maintains an awareness of campus policies and standards, as well as system-wide policies, and notifies the Provost of potential problems.
  • Research material and compose initial drafts of presentations and speeches for the Provost's use at on- and off-campus ceremonial events.

Oversight of Office Administrative Operations
  • Supervise the Confidential Office Support and Student Assistant.
  • Serve as a key point of contact for Academic Affairs-related questions from the campus community.
  • Recommend process changes to improve operational practices/procedures in the Division of Academic Affairs.
  • Responsible for monitoring Department space utilization (e.g.; offices, labs, and classrooms).
  • Review daily the Provost's paper mail, schedule and assign work on behalf of the Provost to Academic Affairs officers, coordinating the efforts to assure timely attention and response.
  • Assist with the hiring process, coordination and supervision of the administrative support staff in the Office of the Provost.
  • Under direction of the Provost, provide assistance in managing personnel issues/problems, student complaints and public records requests.

Committee Membership and Communication
  • Serve as a member (representing Academic Affairs) on the University Commencement Committee. Attend meetings, inform the Provost and Deans regarding processes and procedures, and ensure the accuracy and timeliness of Academic Affairs' contributions (procuring student awards, coordinating faculty and administrative platform party attendees, and other duties as needed).
  • Participate in recruitment/hiring processes for positions outside of the Provost's Office, as needed. This may include serving on/chairing search committees for other university staff positions.
  • Facilitate Grant Proposal Submissions for the Office of the Provost
  • Compile background materials and compose scripts, programs and correspondence for various Academic Affairs events, including annual student award events, faculty awards (announcements and event planning), and other events as needed.
  • Oversee the division website to ensure that it is accurate and current.
  • Assist the Dean of Academic Programs and Services (APS) in the implementation of strategic initiatives, accreditation requirements, and student success endeavors.
  • Lead content development and coordination of the Academic Affairs website.
  • Support the Provost as the Academic Affairs liaison with University Advancement on university wide media and storytelling campaigns.
  • Manage Academic Affairs social media accounts (e.g., Facebook, Twitter, Instagram).
  • Coordinate regularly scheduled newsletters.
  • Coordinate regularly scheduled annual reports for external stakeholders.

Other duties or special projects as assigned by the Provost.

Required Qualifications
  • Demonstrated ability to manage multiple tasks simultaneously, work ahead of deadlines, independently set priorities, and work effectively and respectfully with the president, Vice Presidents, associate Vice Presidents, assistant Vice Presidents, deans, faculty leaders, and student leaders in a fast-paced environment.
  • Demonstrated knowledge and skill in professional administrative practice.
  • Ability to maintain confidentiality.
  • Demonstrated knowledge and skill in the use of English language, including composition, grammar, spelling, proofreading, and punctuation.
  • Demonstrated skill in oral communication appropriate to the interactions required in a professional executive office.
  • Demonstrated skill in word processing and spreadsheet computer applications software.
  • Demonstrated knowledge of appropriate business formats for reports and correspondence and demonstrated skill in the preparation of clear and concise reports.
  • Ability to form sound judgments and achieve results in a highly collaborative manner with administrators, faculty, staff, students, and external contacts, within a multi-cultural population.

Minimum Qualifications
  • Bachelor's degree from an accredited institution.
  • Minimum of three years of progressively responsible professional, executive level experience, providing administrative staff support, project management, coordination of activities, and facilitation of communication.

Preferred Skills and Knowledge
  • Demonstrated experience with the State of California and CSU rules and regulations.
  • Demonstrated knowledge and understanding of higher education structures and processes.
  • Working knowledge of faculty governance and personnel administration.
  • Post Bachelors units and/or Master's Degree from an accredited institution.
  • Ability to manage a team to achieve multiple, diverse projects within an organizational unit.
  • Effective interpersonal, communication, and organizational skills.
  • Demonstrated skill in using database programs as well as experience in database management systems and platforms.
  • Working knowledge of governmental academic policies and procedures.
  • Ability to collect and evaluate data and qualitative information, reason logically, and analyze and solve organizational and administrative problems.
  • Interest in emerging national and state issues and trends in Higher Education.
  • Ability to work collaboratively with administrators, faculty, staff and students.

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 Office of Academic Affairs Operations Manager 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.

Closing Date/Time: Open until filled

Remote-eligible (Remote work is a type of flexible working arrangement that allows an employee to work from remote location)

No

Job Address

Hayward, California 94542 United States View Map