Job No: 527257
Work type: Staff
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Probationary, Fundraising & Alumni Relations, Full Time Job Summary:

The incumbent provides essential coordination of the activities, programs, reports, and services provided to the University through the Office of Government and Community Relations. The office is crucial in generating political advocacy, philanthropic funding, and community support for CSUSB.

Major duties and responsibilities:.

• Writes clear and concise meeting preparation reports for the associate vice president; develops information/meeting packets, and researches and prepares background materials for meetings, events and teleconferences; provides event information to the office of the vice president.
• Coordination of general office operations, including correspondence, the visitor experience, supplies and subscriptions, and timely responses to inquiries from all constituents.
• Interpret and apply department operating policies and procedures, including protocols for visiting trustees, elected officials, and dignitaries, to ensure the success of the mission of the department, division, and university.
• Monitor, update, and provide analysis of the department budget. Reconciles Procard and PhilCard expenses for the department.
• Update and maintain office procedures and policies manual, providing recommendations for change as needed.
• Informs the associate vice president of potential issues of concern related to general office management, student intern hiring, and/or budgetary matters and provides recommendations for resolution.
• Serves as HR liaison on all department staff recruitment and processes all pertinent documentation for the recruitment process. Coordinates all job interviews and assists in the onboarding process of all new department personnel. Prepares Computerized Information Access forms requests to access necessary data systems when appropriate.
• Attends informational meetings as required, representing the Office of Government and Community Relations.
• Provides essential assistance to the associate vice president for government and community relations and associate director for government and community relations in accomplishing department-based goals. This includes: scheduling appointments; managing accurate and current calendars, including scheduling meetings, events and teleconferences; managing all travel arrangements and schedules, including travel authorizations and claims, registrations and reservations, and documentation for meetings, conferences and associated activities.
• Conduct research necessary to maintain an accurate database of federal, state and local elected officials, as well as industry and community leaders.
• Assists with the development and dissemination of electronic and print communications to elected officials and other key constituents.
• Provides oversight for project and program management, using a system to track the status of projects and prompt next steps to ensure all deadlines are met.
• Collects, tracks and prepares campus lobbying disclosure reports for the CSU Office of Federal Relations.
• Other duties as assigned.

Minimum Qualifications: Required Education and Experience

• High School diploma or its equivalent
• Five years of progressively responsible experience in general office clerical or secretarial work or the equivalent.

Required Qualifications:

• Comprehensive and detailed knowledge of infrastructure, policies, and procedures.
• Thorough mastery of English grammar, punctuation, and spelling.
• Expertise in using office software packages, technology, and systems.
• Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist.
• Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
• Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
• Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
• Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
• Ability to effectively write and present own reports.
• Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
• Ability to use negotiation and persuasion skills to achieve results and expedite projects.

Preferred Qualifications:

• Experience working with elected officials, senior executives and/or community organizations.
• Knowledge of budget and travel policies and processes.
• Experience working in large organizations.

Compensation and Benefits:

Anticipated Hiring Range: $4,000 - $4,167 per month

Classification Salary Range: $3,681 - $6,034 per month

The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 14 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.

Position Information:

Work status: Full-time/Non-Exempt/Probationary

Schedule: Monday through Friday from 8:00 am to 5:00 pm, weekends and evenings may be required.

The application deadline is: May 22, 2023

Conditions of Employment

Background Check

Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU 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.

Drivers License Check

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.

I-9

CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

COVID-19 Vaccination

CSU requires faculty, staff, and students who physically access campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose, or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. See policy at https://calstate.policystat.com/policy/11030468/latest.

Statement of Commitment to Diversity

In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.

California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion

Closing Statement:

Reasonable Accommodation

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 the Office of Employee and Labor Relations by phone at (909) 537-5138 or by email at employee.relations@csusb.edu

Smoking

CSUSB is a smoke and tobacco-free campus. See policy at https://calstate.policystat.com/policy/6591951/latest/.

Clery Act

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act