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 (Fire Safety/Construction Services). 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 $4,250 per month, commensurate with qualifications and experience.

The salary range for this classification is $3,864 to $6,072 per month.

Classification

Administrative Support Coordinator I

Position Information

The California State University, Office of the Chancellor, is seeking an Administrative Coordinator (Fire Safety/Construction Services) to provide administrative and technical support to the Fire Safety and Construction Services unit in CPDC. This includes general office coordination and responsibility for campus files and unit project support.

This position is approved for telecommuting (two days telecommuting, three days in office (in-person)) with onsite work at the main headquarters located in Long Beach, California.

Responsibilities

Under the general direction of the Director of Fire Safety, the Administrative Coordinator (Fire Safety/Construction Services) will perform duties as outlined below:

-Independently prioritizes and performs routine clerical tasks including file management, travel arrangements and reimbursements, scheduling of meetings, and attendance.

-Performs administrative duties including responding to daily inquiries via phone from campus professional and support staff, internal constituents, preparing memos, letters, drafts and correspondence as required.

-Assists managers by preparing for final review Board of Trustees items, reports to the Legislature, and/or outside agencies.

-Prepare documents for the Construction Services/Fire Safety Chancellor’s Office program.

-Prepares authorizations to proceed, quarterly reports, correspondence and other documents as related to Construction Services/Fire Safety Chancellor’s Office program as well as those reports required to meet the Office of the State Fire Marshal (OFSM) requirements.

-Produce reports from various databases.

-Order uniforms and supplies specific to Construction Services/Fire Safety needs.

-Assists in collating/distributing presentation and training materials, and logistical coordination for any and all training held at the Chancellor’s Office or online.

-Provides logistical support and planning assistance for unit meetings, trainings, and conferences.

-Oversee and develop department calendar for high visibility meetings and associations with distinctive attention to multi-level details.

-Coordinate with Chancellor’s Office Communications Department to maintain and update Construction Services/ OFS web information.

-Document processes and procedures and maintain the administrative analyst desk manual to reflect current model practices.

-Provides assistance and back-up to other units as needed.

Qualifications

This position requires:

-A minimum four years of progressive administrative experience.

-Ability to establish and maintain cooperative working relationships.

-Ability to function well in high volume, deadline-driven environment.

-Thorough knowledge of English grammar, spelling and punctuation; thorough knowledge of office methods, procedures and practices.

-Proficient and accurate in basic math.

-Ability to coordinate many different clerical tasks, determine relative importance of each, set deadlines, prioritize and complete projects accordingly; ability to learn, independently interpret and apply a variety of academic and organizational policies and procedures; ability to identify appropriate applications of written policies and procedures; ability and interest to learn the operations of a department.

-Ability to apply judgment, discretion and initiative in performing clerical work in a variety of subjects, programs or projects; ability to draft and prepare clean, concise and accurate cover memoranda in final form and correspondence requiring selection of materials and references from a variety of sources; ability to check work for accuracy; ability to keep records and files; ability to screen mail, telephone calls and visitors.

-Proficient in Microsoft Office Suites: Word, Excel, PowerPoint.

Application Period

Priority consideration will be given to candidates who apply by August 26, 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.