Programs Specialist

Apply now Job no: 506215
Work type: Staff
Location: Chancellor's Office
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time

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 Programs Specialist. 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 14 paid holidays a year.


The salary range for this classification is $3,897 to $7,051 per month.


Administrative Analyst/Specialist - Exempt I

Position Information

The California State University, Office of the Chancellor, is seeking a Programs Specialist to perform a range of moderate to complex administrative functions related to operations, logistics, travel, and communications to support CSU’s Summer Arts program. The position requires temporary relocation to the host campus (currently Fresno State) for approximately 2 months each year.


Under the general supervision of the Director of Summer Arts, the Programs Specialist will perform tasks and duties as follows:

Operations & Administration

-Provide specialized administrative support in the development, implementation, and marketing of program; maintain various filing and organizational systems; maintain calendars and schedules.

-Coordinate daily operations for Summer Arts offices; purchase all office supplies, maintain inventory and accounts; oversee technology needs.

-Organize yearly office relocation to and from host campus; oversee and organize office set-up and take down; liaise with host campus IT; organize and maintain on-campus storage; oversee use and maintenance of office equipment; work with mail and warehouse services on delivery and storage of all mail and packages; coordinate delivery of crates or pallets.

-Serve as the liaison with other CSU Chancellor’s Office departments and units, CSU systemwide offices, host campus, partners, and national, state, and local art agencies.

-Monitor and administer program expenses for travel, course and office supplies, and hospitality; may participate in the development of funding proposals for the program.

-Maintain program records, research information, and gather and compute various data; prepare reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources.

-Perform clerical and administrative support tasks, including creation and editing of correspondence; assign, log, and monitor preparation of correspondence to ensure deadlines are met and replies are appropriately handled.

-Assist with merchandise development; maintain inventory and tracking of merchandise.

-Assist with meetings, special projects, and/or general problem resolution.

-Organize the installation and deinstallation of the Chancellor’s Gallery.

-May perform specialized activities in direct support of the accomplishment of program objectives and goals.

-May assist with grant and/or proposal writing or other fundraising activities as appropriate to the program.

Logistics & Travel

-Coordinate travel, lodging, and hospitality activities of staff, faculty, guest artists, advisors, and/or consultants engaged in implementation and administration of program.

-Follow appropriate procedures and manage process for pre-approval, booking, and claim-processing of travel for staff, faculty, and guest artists and/or their agents.

-Plan and arrange events and meetings including correspondence, meeting dates, travel arrangements, reimbursements, venue, necessary materials, minutes, and any other hospitality needs.

-Oversee catering needs and meal plans for all year-round and on-campus events and meetings such as orientation, opening picnic, after-event receptions, greenroom, guest artist dinners.

-Maintain documentation about host campus facilities for use as classrooms, meeting spaces, and for special events.

-Oversee classroom logistics at host campus including room assignments, purchase and delivery of course supplies, access, insurance, equipment, technical specifications and licenses, and resolution of any damages; oversee electronic and key access to on-campus facilities.

-Work with host campus scheduling department to secure all on-campus spaces; submit official requests for use of; coordinate with facilities services regarding HVAC; and review information confirmed by campus for accuracy.

-Purchase, rent, or coordinate campus loans for equipment; arrange transportation and insurance for same; oversee return of borrowed or rented equipment.

-Arrange staff, faculty, and guest artist summer housing by working closely with host campus housing, local hotels, and/or other housing agents.

-Oversee custodial and maintenance needs for Summer Arts program at host campus; ensure all spaces are clean, equipped with functioning equipment, and set up as necessary for each course.

-Coordinate with campus grounds keeping for all outdoor events.

-Submit service requests and oversee, manage, and follow through with any emergency situations regarding all areas of classroom, office, housing, and event facilities.

Internal & External Communications

-Serve as a central point of contact between students, faculty, staff, other departments, and/or external constituencies on day-to-day programmatic, operational, and administrative matters.

-Write, edit, and coordinate development of reports, program handbooks, course catalogs, promotional materials, educational materials, training manuals, newsletters, emails, brochures, and/or other publications, as appropriate to the program.

-Maintain social media accounts; update website; administer marketing and communications plan.

-Arrange and process mailings to CSU department offices and faculty.

-Maintain various contact databases, mailing lists, and listservs.

-Organize campus outreach through email and phone contact; set meetings in department offices and with faculty to speak in classes.


-Coordinate and assist appropriate manager in hiring, training, and supervising of seasonal clerical, computer, hospitality, transportation, and residential staff assistants.


This position requires:

-Bachelor’s degree from an accredited four-year university or college or equivalent combination of education and related work experience.

-Minimum three years administrative experience.

-Ability to relocate to host campus for two months each year; periodic travel to other CSU campuses.

-Comprehensive knowledge of university infrastructure, policies and procedures, or rapid ability to learn, interpret, and apply CSU policies and procedures.

-Proficiency using software packages, technology, and systems including Microsoft 365, Google Workspace, Adobe Creative Cloud, social media tools, Slack, FileMaker Pro.

-Skill in organizing material and information in a systematic way to optimize efficiency.

-Ability to prioritize assignments and achieve work results under rigid deadlines in an environment with competing work demands.

-Ability to independently follow through on work assignments with minimal direction.

-Possession of excellent written and oral communication skills, including accurate word and number processing, working knowledge of English grammar, spelling, and punctuation.

-Ability to analyze budgetary data and make projections requiring the ability to make inferences.

-Ability to establish and maintain cooperative working relationships with students, faculty, and staff; demonstrated commitment to customer service; ability to communicate with diplomacy and tact; and ability to effectively handle interpersonal interactions at all levels, including sensitive interpersonal and confidential situations.

-Ability to maintain composure in the face of resistance or hostility.

-Skill in interacting with persons of diverse social and cultural backgrounds.

Preferred Qualifications

-Advanced skill in using software packages, technology, and systems including Microsoft 365, Google Workspace, Adobe Creative Cloud, social media tools, Slack, FileMaker Pro.

-Knowledge of communication principles, media, and marketing techniques.

-Advanced writing and editorial skills.

-Ability to analyze operational processes, including skill in modifying or adapting procedures based on the analysis.

-Ability to troubleshoot technology problems; ability to understand complex problems and collaborate on solutions.

 Application Period

Priority consideration will be given to candidates who apply by November 10, 2021. 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:


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.

COVID19 Vaccination Requirement

The CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption. Any candidates advanced in a currently open search process should be prepared to comply with this requirement as a condition of employment. The systemwide policy can be found at


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.

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