Office Coordinator (Confidential Office Support II), Presidents Office

Job Summary:

The Office Coordinator provides support to the President and the President’s Office by coordinating the budget and financial transactions, and providing administrative support.

The position coordinates executive office activities including budget support, meeting and event logistics, briefing materials, and executive communications while regularly handling sensitive and confidential information related to personnel matters, investigations, and issues that may affect collective bargaining unit positions and negotiations.

Responsibilities:

Budget & Finance Coordination:

Under the general direction of the Deputy Chief of Staff, the incumbent will provide confidential office coordination of the President’s Office budget. Responsibilities include, but not limited to:
- Incumbent will process reimbursement/payments for President Office Staff and adhere to CSU purchasing and procurement guidelines.
- Will independently ensure that appropriate funding is used based on division cash planning strategies, accounting categories and follow up on pending financial items as needed.
- Will create and maintain expense reports for department accounts (including state and auxiliary funds), act as the primary contact for procurement contracts.
- Enter travel requests and expense reports on the CSUSB Concur Travel System for team travel advances and ensure that required documentation is received in a timely manner.
- Incumbent will attend training as needed to maintain compliance with CSU and CSUSB policies and procedures.

Meeting and Event Logistics Coordination:

Coordinate executive-level meetings and events on behalf of the President, Chief of Staff, and Deputy Chief of Staff by independently determining logistical requirements including scheduling, venue arrangements, hospitality, technical support, invitations, RSVP management, parking coordination, and guest accommodations (such as parking and escorts). Communicate with campus and external stakeholders to ensure meetings and events are organized efficiently and reflect the priorities and protocols of the President’s Office. In the coordination of meetings, this position is regularly involved in communications that may affect collective bargaining unit positions and negotiations. This position is involved in providing information for investigations that may affect collective bargaining unit positions and negotiations.

Briefing Folders:

Incumbent will provide support to the President and office team by preparing briefing folders for standard/routine meetings including preparing summaries and supplemental information to prepare President to attend. Research and analyze highly confidential and sensitive information regarding students, staff, faculty, and off-campus stakeholders requesting meetings with President. Research and summarize historical and performance data such as grant performance, individual biographies, and non-profit information including purpose and performance, governing board associations, and 990 filings. Work with other divisions to collect relevant information and analyze information to ensure completeness. This position views information that may affect collective bargaining unit position and negotiations. This position is involved in providing information for investigations that may affect collective bargaining unit positions and negotiations.

Other Confidential Support:

Incumbent will provide confidential office support by performing varied tasks related to highly sensitive and confidential matters. Responsibilities include, but are not limited to:
- Researching university policy and provide feedback on how it applies to departmental operations.
- Assist with department events and participate on committees as needed.
- Assist with reviewing and distributing department correspondence.
- Serve as backup support to the student assistants and assist with front office operations as needed.
- Provide backup administrative support to the President and Chief of Staff in the absence of the Deputy Chief of Staff and or Confidential Aide by responding to requests. In the coordination of meetings, this position is regularly involved in communications that may affect collective bargaining unit positions and negotiations. This position is involved in providing information for investigations that may affect collective bargaining unit positions and negotiations.
- Communicate with client via verbal, written, and electronic correspondence (i.e. answering phones, sending emails, greet clients as they enter the President’s Office, etc.)
- Attend meetings and take notes as needed. This position hears discussions involving personnel transactions (leaves of absence, salary increases, promotions, reclassifications, stipends, in-range processions) which may affect collective barga