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 Specialist, Civil Rights. 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 15 paid holidays a year.
Salary
The anticipated salary hiring range is up to $5,000 per month, commensurate with qualifications and experience.
The salary range for this classification is $4,464 to $10,689 per month.
Classification
Confidential Administrative Support II
Position Information
The California State University, Office of the Chancellor, is seeking an Administrative Specialist, Civil Rights to be responsible for independently performing the full range of day-to-day administrative duties for the department. Additionally, this position 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 Manager, Systemwide HR Data Integration Partner, the Administrative Specialist, Civil Rights will:
-Maintain confidential status on all unit work product.
-This position will have access to information on management/union negotiations or relations based on internal discussions pertaining to bargaining proposals and strategies and assists management positions with respect to meeting and conferring. This position will be responsible for taking meeting notes where sensitive case information is discussed. This position will be reviewing each case and detailed information such as investigator reports and decision and tracking deadlines as needed. This position may also be asked to assist to prepare summaries, and follow-up on action items from such discussions as needed.
-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, 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 Civil Rights 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 Director and other unit members with coordination of projects, with and without the support of other team members.
-Assist with preparing memos and letters, generate forms needed to begin human resource actions.
-Resources 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.
-Convert documents into web ready format according to ATI compliance requirements.
-Recommend and provide input on the develop and the updating of Civil Rights compliance guidelines and procedures and systemwide policies.
-Review unit funds through reconciliation of unit budget in CFS Data Warehouse.
-Maintain calendars and case manage forms.
-Interprets and applies HR policy.
-Prepare and maintain detailed notes from meetings, agendas, reports and presentations.
-Will assist the department with processing, scheduling and other administrative duties.
-Drafts and assists formal communication with the campuses through conference calls, listserv announcements, and other means.
-Develop and maintain internal office lists, systemwide listservs, unit related websites.
-Perform office-related duties, including but not limited to filing, copying, scanning, indexing, proofreading, conference coordination, and other duties.
-Answer phone calls coming in through the main phone line to include general questions and/or directing calls to the appropriate Civil Rights team member.
-Troubleshoot and schedule repairs, when needed, of computers, telephones, and office equipment.
-Open, sort, and distribute mail. Monitor and order office supplies.
-Open and maintain confidential and other office files, both hard and electronic.
-May perform a variety of duties in support of the department overall.
-Perform special projects as assigned.
Campus Coordination
-Coordinates with campuses stakeholders. Gathers and synthesizes information from the campus Title IX offices and their campus partners to inform and facilitate various projects of the Systemwide Civil Rights Department.
-Coordinate planning of events and activities with campus stakeholders and training for the campus.
-Assists with planning and organization of periodic systemwide Title IX/DHR meetings (telephonic and in-person).
-Relays updates and information about Systemwide Civil Rights initiatives to the campuses.
Data Coordination
-Gathers and organizes data on assigned problems and assists with preparations for reports based on needs and required available data elements.
-Assists with collecting data used for Civil Rights trends and patterns. Point of contact for all data related issues or questions.
-Collects and compiles sensitive and confidential information and assists with the preparation of reports and presentations including recommended course of actions relating to collective bargaining/grievance processing and Civil Rights projects. Maintain, monitor, and update databases.
Qualifications
This position requires:
-A minimum of five years responsible administrative/clerical experience in a confidential environment; general experience as an Administrative Assistant or similar positions.
-Excellent people skills, customer service orientation and interpersonal communication skills, active listening, critical thinking, analysis and problem-solving, and customer service skills.
-Confident, articulate, and professional speaking abilities.
-Oral communication skills that demonstrate a professional demeanor and the ability to interact with others with discretion and tact.
-Excellent proofreading and organizational skills.
-Demonstrated ability to draft correspondence, edit, and prepare documents in an appropriate format.
-Experience with coordinating, planning of events or related activities. Experience with making travel and other arrangements, and processing reimbursements.
-Demonstrated ability to maintain strict confidentiality of sensitive and privileged information.
-Demonstrated ability to independently track, organize and prioritize workload, including resource management.
-Ability to establish and maintain efficiently organized department files and reference materials.
-Ability to adjust easily to new or changing circumstances, and coordinate and juggle multiple projects with the flexibility to manage competing tasks and deadlines.
-Ability to learn, independently interpret, and apply a wide variety of complex policies and procedures.
-Ability to work effectively as part of a team.
-Thorough knowledge of the Microsoft Office suite to include Word, Excel, Outlook, and PowerPoint.
Preferred Qualifications
-Bachelor’s degree preferred but not required.
-Knowledge of CSU operations and systems is preferred.
-Ability to seek and gather information from a variety of sources including electronic media and multiple data collection systems is preferred.
-Knowledge of various data management systems, including Smartsheet and SharePoint is preferred.
Application Period
Priority consideration will be given to candidates who apply by April 1, 2024. 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. The CSU Chancellor’s Office is not a sponsoring agency for staff and Management positions (i.e., H1-B VISAS).
COVID19 Vaccination Policy
Per the CSU COVID-19 Vaccination Policy, it is strongly recommended that all Chancellor’s Office employees who are accessing office and campus facilities follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications.
CSU Out of State Employment Policy
California State University, Office of the Chancellor, 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.
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.