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Office Manager - Exempt, Recruitment #3246

Company:
California State University Dominguez Hills
Location:
Carson, California, United States
Posted:
February 13, 2018
Description:

Position Information:

This is a full-time management (MPP) position. MPP employees serve at the pleasure of the campus President. MPPs do not serve a probationary period and never receive permanent status.

This position is a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position is required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Salary Range and Max Salary

The application deadline is: Tuesday, February 27, 2018.

Salary is commensurate with experience.

Conditions of Employment

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.

Due to the nature of this position, the successful candidate is required to complete a background check prior to assuming this position.

Possession of a valid Driver's License is required. 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.

Campus Marketing Statement

California State University, Dominguez Hills, was established in 1960 and is one of the 23 campuses that comprise The California State University system. CSU Dominguez Hills is an urban, comprehensive public university that serves a culturally rich, diverse student body of over 12,500 students at the undergraduate and graduate levels. Located on a 346-acre site in the South Bay portion of the greater Los Angeles metropolitan area, CSU Dominguez Hills has a highly pluralistic student body, which includes a significant number of non-traditional, working adult students as well as approximately 2,000 students enrolled in distance learning programs statewide. The University, with its five Academic Colleges, has more than 300 full-time faculty members and is situated in an area characterized by an extraordinary heterogeneity of people, and an extensive array of high technology industries and professional services.

Department Marketing Statement

Department: Information Technology

The Division of Information Technology is responsible for providing leadership and support in information technology for the entire CSU Dominguez Hills community. The Division promotes IT solutions that improve the teaching, learning, research, and administrative environment of the University. The Vice President / CIO provides overall management of the Division of IT. The Division of Information Technology is comprised of eight operational units: Service & Financial Mgmt, User Services, Academic Technology, Infrastructure & Production Services, Information Security, Development & Digital Convergence, Innovation Incubator, and Operational Effectiveness, Planning, & Analytics.

Major Duties

Under the general direction of the Assistant Vice President, the Office Manager for Information Technology assists the AVP in the fulfillment of a wide variety of complex and strategic planning of office operations in Information Technology. The position is responsible for reviewing and streamlining workflow in order to optimize the process and operational practices of the division. In addition, the incumbent acts as the HR Liaison for the division and is responsible for managing and coordinating the personnel actions of the division. Special projects and attendance at various meetings which involve IT initiatives is also essential to the position.

Qualifications

Required Education: A bachelor's degree from an accredited four year college or university.

Required Experience: Minimum of five years of progressively responsible office management experience working for a high-level executive or administrator in a complex work environment is required. The experience must include a wide variety of duties and responsibilities that would provide evidence of the required knowledge, abilities and skills, especially computer knowledge, leadership, organizational abilities and interpersonal skills.

Desired: Experience in a post-secondary education environment; PeopleSoft experience.

Required Knowledge, Skills and Abilities:

Knowledge of: Correct English grammar and spelling and punctuation; modern office procedures, methods and records management; proper customer service-oriented techniques; standard computerized office systems and equipment and software; and Web based systems.

Ability to: Coordinate many different tasks, determine the importance of each, set appropriate deadlines and complete all projects accordingly; interpret and apply policies and procedures independently and make sound recommendation; work independently; communicate effectively both written and orally; establish and maintain effective working relationships at all levels, and handle highly sensitive and confidential situations; draft and compose correspondence, and prepare process, and compile data for reports; communicate using excellent interpersonal skills; troubleshoot problems and respond to inquiries related to work area; and learn new office support technology systems and software packages in a timely manner.

Skills in: Leadership, planning, organizing, coordinating and performing work in a multifaceted environment; researching and analyzing; using software applications to prepare, tables, charts and spreadsheets; working independently on assignments and problems. The position requires strong organizational, research and analytical skills to effectively coordinate the day-to-day operations of the office; ability to communicate and interact professionally with all levels of internal/campus personnel, and external agencies, and ability to complete multiple projects/tasks simultaneously with competing deadlines and excellent organizational skills; ability to solve practical problems and independently perform responsibilities; ability to handle highly confidential and sensitive matters and ability to take initiative and use sound judgment; ability to communicate effectively both orally and in writing, including strong editing skills; and ability to demonstrate strong interpersonal skills and sensitivity.

Certification: Valid drivers license

Responsibilities

55% - Office Manager Information Technology

- Plans, organizes, and oversees office operations for IT

- Responsible for streamlining and optimizing processes and operational practices to ensure a standard of excellence in process and deliverables

- Collaborates with VPIT, senior leadership team, and Executive Assistant to gather information concerning divisional strategic planning

- Prepares strategic planning documents

- Works with AVP to compile and develop project status reports and ensure that all items are processed and finalized

- Monitoring the completion of internal and external tasks and projects

- Compiles information for all closed bid working committees and non-disclosure vendor discussions

- Ensures set deadlines are met and performs follow-up on action items with responsible IT Managers and/or departments on behalf of the AVP

- Develops and produces reports and correspondence using various computer software

- Creates complex data driven presentations and communications

- Researches, analyzes, and compiles data; conducts research of campus, CSU, and other policies and procedures related to higher education and technology for reports and presentations

- Researches and compiles data for weekly project reports

- Manages the workflow of assignments entering and exiting IT Division via Trello, Dropbox, and Outlook tools and the documentation pertaining to the workflow; provides reports to AVP and VPIT

- Sends out Campus-wide and Division-wide communications

- Sends out action items to IT managers and follows-up on assigned action items for meetings AVP facilitates

- Track, monitor, and ensure effective follow-through on all action items specific to the Division; understand assignments and ensure those are fully completed in a timely manner

- Manages master Division Calendar

- Maintain Divisional Drobox account and managing of files

- Works with Executive Assistant in coordination of Division-wide events and conferences

- Facilitates monthly meetings with IT Administrative Support Team and Student Assistants

30% - HR Liaison

- Responsible for monitoring, evaluating, and assisting the AVP with personnel issues

- Serves as divisional HR Liaison for division, interpreting HR policies and procedures regarding hiring, promotions, reassignments and terminations referencing CO coded memorandums, Collective Bargaining Agreements, etc.

- Oversee staff appointment process for the Division of Information Technology; monitoring new and probationary appointments to ensure departments adhere to bargaining agreements as they pertain to the evaluation process

- Develop and review the preparation of IT recruitments which includes, coordinating with HR and the AVP; prepare position descriptions, appointment letters, and other relevant documents; providing an overview of the MPP recruitment process to the search committee, and salary action requests for IT employees

- Ensures all searches are in compliance with campus/division policies and practices

- Serves as primary contact to generate eFast and eHire transactions, troubleshoot questions, and inquiries from departments

- Maintains chronological file of all transactions

- In coordination with Human Resources, ensure compliance of university/system wide mandatory training requirements

- Participates with HR liaison meetings to remain apprised of new policies and procedures

- Work with HR Director of Professional Development to ensure technology classifications within the division and university have a cohesive and consistent technical training programs

- At the direction of management, develop personnel plans for equity and training

- Review department budget with AVP regarding proposed salary actions

- Monitors performance evaluation timeline for Division

- Writes and distributes personnel related correspondences and memos for AVP

- Back-up Payroll/Timekeeper-reporting, monitoring, and record keeping; coordinates with other support staff to ensure back-up information has been communicated during absences

- Back-up designee for processing Division Absence Management Report

10% - Special Projects and Committees

- Coordinates with IT Governance Committee Chairs for reporting of outcomes to the VPIT

- Attends Library/IT Ongoing Technology Committee meetings

- Utilizing Vizio software, create and regularly update multi phases of IT Division organizational structure

- Work with Budget Coordinator to maintain and monitor IT Division & Foundation accounts

- Maintain and monitor IT Division Foundation account

- Manages IT Division's role in Phase II of campus-wide Technology Resource Committee Grant Program

- Reviews and approves purchasing requisitions, creates purchasing requisition requests as back-up to Administrative Coordinator

- Prepares PowerPoint presentations and necessary handouts for meetings

5% - Performs other duties as assigned by AVP

To Apply Please Visit: https://www.csudh.edu/hr/job-opportunities/

To apply for this posting (Non-CSUDH Employees):

Step 1: Select and read the qualifications for the position you are interested in

Step 2: Click 'Apply Now' at the bottom of the screen

Step 3: Login or Register (Create Username and Password)

Step 4: Select apply with or without resume

Step 5: Provide contact information and answer required questions

Step 6: Click 'Submit'

Closing Statement

California State University, Dominguez Hills, is an equal employment opportunity employer, and is strongly committed to achieving excellence through a diverse workforce. The University actively encourages applications of all qualified individuals.

California State University Dominguez Hills is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status. For more information or definition of these terms please visit, http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf http://www.dol.gov/ofccp/regs/compliance/posters/pdf/Supplement_English.pdf

Individuals with disabilities requesting accommodations under the Americans with Disabilities Act (ADA) may call the Human Resources Office at (310) 243-3771 or the Academic Affairs Personnel Services Office at (310) 243-3766.

Clery Act crime statistics for CSUDH are available at http://www.csudh.edu/dhpd/dhpd.htm, or by calling University Police at (310) 243-3639.

Upon appointment all candidates must furnish proof of eligibility to work in the U.S.

The California State University is Smoke and Tobacco Free. Smoking, Vaping and other Tobacco use are Not Permitted anywhere on University property. Education Code 42356, CCR Title 5, Article 9