First Review Deadline: This position will remain open until filled. Applications will be reviewed beginning January 11, 2019.
Under general supervision of the Director for Facilities Management, the incumbent will perform the following functions:
The incumbent will be responsible for administrative support and serve as the assistant to the Director for Facilities Management in support of department operations.
The incumbent will work independently to manage the Director's calendar, coordinate meetings, and materials for meetings, anticipate and prevent scheduling conflicts.
The incumbent will contact other university offices and research issues briefing the Director and suggesting the appropriate course of action.
The incumbent will prepare complex travel arrangements, process travel expense claims in a timely manner.
The incumbent will initiate and compose correspondents individually and on behalf of the Facilities Management department.
The incumbent will work with the Office of the Associate Vice President for Facilities Planning and Management to update the Facilities Management department website, as needed.
The incumbent will assist with the Facilities Management recruitment process in scheduling interviews, and coordinating campus visits.
The incumbent will organize and maintain a complex system of files and records, both physical and electronic material, perform data entry, duplicate materials, distribute office documents, and collect requested data and materials as needed, route and track requests for signature.
The incumbent will develop, implement, and maintain office systems and procedures, such as inventory management and hard and electronic filing systems, using technology to bring high efficiency and organization to office operations.
The incumbent will foster and maintain excellent working relationships with all levels of the university and community, including other campus officials, Chancellor's Office personnel, government officials at local, state, and federal levels, as well as the President's Office, departmental divisions and colleges, directors, and deans.
The incumbent will also perform high-level administrative support functions for the departments, its managers, and professional staff.
The incumbent will handle highly sensitive issues and respond to a variety of diverse situations.
The incumbent will provide support as needed to departmental projects, reports, crisis intervention, and customer service in a high-volume interactive office with unpredictable service requests, and perform other related duties as assigned.
Applicants must possess the equivalent of three (3) years of experience in general office clerical work, experience working in an executive administrative support role is preferred.
Applicants must have experience using standard office software programs such as MS Word, Excel, Access, and email programs.
Knowledge, Abilities, and Skills:
Applicants must have a sound foundation in English grammar, spelling, and punctuation, along with a working knowledge of office methods, procedures, and practices.
The ability to use word processing and spreadsheet programs is required.
Applicants must have the ability to create and maintain spreadsheets and databases.
Applicants must have the ability to coordinate and prioritize many different clerical tasks while adhering to project and budget guidelines, along with the ability to accurately maintain records and files.
Applicants must have strong organizational skills, be very detail-oriented, along with the ability to follow directions, take initiative, be flexible, have the ability to multi-task and independently make decisions on a day-to-day basis.
Applicants must have demonstrated the ability to maintain a high degree of confidentiality.
The ability to draft and compose correspondence and standard reports is required.
The ability to handle effectively a broad range of interpersonal contacts, including those at a higher level and those of a sensitive nature is required along with the ability to work cooperatively with a diverse group of individuals.
Applicants must have the ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist, along with the ability to troubleshoot most office administration problems and respond to all inquiries and requests related to the work area.
Applicant must have the ability to learn, independently interpret, and apply a variety of academic and organizational policies and procedures.
Applicant must have the ability to coordinate many different tasks, determine the relative importance of each, set deadlines, and complete projects accordingly.
Applicant must possess the ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations, along with the ability to use negotiation and persuasion skills to achieve results and expedite projects.
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
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.
California State University, San Bernardino 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.
This position may be "Designated" under California State University's Conflict of Interest Code. This would require the filing of a Statement of Economic Interest on an annual basis and the completion of training within 6 months of assuming office and every 2 years thereafter. Visit the Human Resources Conflict of Interest webpage link for additional information: http://hrd.csusb.edu/conflictInterest.html
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)
California State University, San Bernardino offers a challenging and innovative academic environment. The university seeks to provide a supportive and welcoming social and physical setting where students, faculty and staff feel they belong and can excel. The university provides students the opportunity to engage in the life of the campus, interact with others of diverse backgrounds and cultures, as well as participate in activities that encourage growth, curiosity and scholarly fulfillment. Through its branch campus in Palm Desert, the university mission extends to the Coachella Valley.