Administration and Public Records Coordinator

Job Summary

This position is under the general direction of the of the Interim Admin Services Manager VP-DAF & OTP with significant time also spent working with the Director of Audit Public Records and Special projects. The incumbent performs a variety of administrative support duties for the Division of Administration and Finance (DAF) office including Event Services and the Budget & Administration department. The incumbent is also the primary contact for the Office of Audit and Public Records working with the Director and the Office of General Counsel to gather responsive records and review emails websites and other confidential documents to respond timely to requests. This position also provides strategic program support involving a variety of employee and labor relations functions within Staff Human Resources. This role grants the incumbent access to managements strategies and positions on collective bargaining negotiations at CSU Long Beach.

Key Responsibilities

• Administrative Support - for Budget & Administration DAF Office and VP/CFO calendar management meeting scheduling department procurement and expenditure reconciliation Oversees website updates and maintenance assists with development of various communications from the division as needed: Provide office suite coverage including phone email and in-person.
• Public Records Act Request Responses: Work with the Interim ASM VP-DAF & OTP the Director of Audit Public Records & Special Projects and the Office of General Counsel to oversee the Campus and its Auxiliary Organizations obligations under Californias Public Records Act and the McKee Transparency Act respectively.
• Event Services Administration: Primary contact for BAAC; receive inquiries for events scheduled in BAAC Conference Room

Knowledge Skills and Abilities

Must provide excellent customer service to the campus community vendors and other outside agencies. Excellent communication skills with the ability to effectively handle a broad range of interpersonal contacts. Must be able to interact in a positive professional manner with campus community. Proven ability to learn interpret apply and develop a wide variety of university policies and procedures relating to high-level office administration standards policies and issues. Ability to research and interpret CSU and campus policy as required. Thorough knowledge of office systems and ability to use a broad range of technology systems and software applications. Proficiency with Microsoft Office Suite (including Excel Word PowerPoint) and Canva. Proficiency with Microsoft Outlook Microsoft Teams and Zoom Video Conferencing to manage calendars propose and adjust meetings and schedule both one-time and standing meetings with a wide variety of participates both on and off campus. Outstanding grammar typing and proofreading skills. Skill in reading Standard English for understanding information (e.g. business correspondence legal and contract documents and University manuals policies procedures and regulations). Strong time management skills including the ability to prioritize assignments to complete work in a timely manner. Flexibility with changes in workload under pressure of deadlines competing requirements heavy workload and constant interruptions. Ability to exercise sound judgment and handle confidential matters with discretion tact and diplomacy and to maintain confidentiality of information as needed or to protect the rights of individuals or the University. Ability to work as part of a team through close collaboration with colleagues and coordinate with others. Ability to work effectively and productively as part of a team.

Ability to communicate with an ethnically and culturally diverse campus community. Ability to follow all university policies procedures and guidelines including but not limited to safety civility information security and non-discrimination policies and procedures. Ability to contribute to a positive university experience for each and every student and assist in achieving the universitys commitment to a vision of excellence.

Education and Experience

• Equivalent to three years of administrative support experience required.
• Bachelors degree preferred
• Experience with Drupal or Website hosting platforms preferred.
• Experience with Peoplesoft HR and Finance applications preferred.

Physical Summary

Sedentary work - Involves mainly sitting. Walking and standing are minimal. Lifting is limited to lightweight objects. (10 pounds or less).

Licenses / Certificates

Valid CA Drivers License preferred.

Department

Budget and Administration

Classification

Confidential Office Support II

Compensation

Salary placement is determined by the education experience and qualifications the candidate brings to the position internal equity and the hiring departments fiscal resources.

Hiring Range: The hiring range for this position is $3661 - $4333 per month commensurate with candidates education experience skills and training.

CSU Classification Salary Range: The CSU Classification Salary Range for this position is $3661 - $6385 per month.

Benefits

Excellent benefits through CalPERS (health vision dental) tuition fee waiver generous vacation and sick leave and 14 paid holidays each year.

Time Base

1.0 time-base 40 hours per week.

Duration of Appointment

This is a full-time probationary position.

Application Procedures

Click Apply Now to complete the CSULB Online Employment Application.

PLEASE FILL OUT THE APPLICATION COMPLETELY. It is important that all sections of the on-line application are filled out completely and accurately. Please include all relevant education and application will be used to determine whether you meet the minimum qualifications for this position.

Additional Information

A background check (including a criminal records check) must be completed satisfactorily and is required for employment. CSULB will make a conditional offer of employment which may be rescinded if the background check reveals disqualifying information and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

Due to the nature of this position current CSULB employees are subject to a criminal record check unless they have successfully completed a criminal background check through CSULB within the past 12 months.

CSULB is not a sponsoring agency for staff and management positions (i.e. H-1B Visas).

California State University Long Beach expects respectful professional behavior from its employees in all situations. Acts of harassment or abusive conduct are prohibited. Demonstrated appropriate professional behavior treating others with civility and respect and refusing to tolerate abusive conduct is expected of all employees.

Equal Employment Statement

Consistent with California law and federal civil rights laws CSULB provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race sex color ethnicity national origin or other protected status. CSULB complies with Title VI of the Civil Rights Act of 1964 Title IX of the Education Amendments of 1972 the Americans with Disabilities Act (ADA) Section 504 of the Rehabilitation Act the California Equity in Higher Education Act Californias Proposition 209 (Art. I Section 31 of the California Constitution) other applicable state and federal anti-discrimination laws and CSUs Nondiscrimination Policy. We prohibit discriminatory preferential treatment segregation based on race or any other protected status and all forms of discrimination harassment and retaliation in all university programs policies and practices.

Accommodations

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact .

Out of State Employment Policy

California State University Long Beach as part of the CSU system is a State of California Employer. As such the University requires all employees upon date of hire to reside in the State of California.

As of January 1 2022 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.