Job No. 549805 Confidential Administrative Support II

CANDIDATES ELIGIBLE TO APPLY: THIS RECRUITMENT IS AVAILABLE TO CURRENT ON-CAMPUS EMPLOYEES ONLY.

CLASSIFICATION TITLE: Confidential Administrative Support II

UNION CODE: C99

FT/PT: Full-time   

PAY PLAN: 12-month   

WORKPLACE TYPE: On-site (work in-person at business location)

ANTICIPATED HIRING RANGE: $5,417 - $6,667

• However, offer amount will be commensurate with candidate’s experience, education, skills, and training.

CSU CLASSIFICATION SALARY RANGE: $4,687 - $11,223

PAY BASIS: Monthly  

BENEFITS: CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 14 paid holidays per year and more!  See our benefits website for additional information.

POSITION PURPOSE: The Confidential Administrative Support, under general direction of the Vice President for Business and Administrative Services and Chief Financial Officer (VPCFO), provides support for administrative and compliance functions ensuring the office of the VPCFO is run efficiently and effectively; supports audit, subpoena, fiscal impropriety, and bankruptcy support and processing; and also serves as the designated Conflict of Interest Coordinator, Public Records Request Officer, and Campus Policy and Procedures Website Coordinator.

DUTIES & RESPONSIBILITIES:

Administrative Support for VPCFO

1. Administrative Support
   1. Provide support to the VPCFO for all administrative functions and serve as the primary contact for the VPCFO to all University and community constituents
   2. Liaison in direct communication with the President’s Office, Chancellor’s Office, Cabinet Officers, Business and Administrative Services (BAS) direct reports and their offices, Foundation Outsourced Chief Investment Officer, and many other campus constituents as required.
   3. Compose and prepare all other professional correspondence, memos, letters, campus community emails for the VPCFO review and signature.
   4. Send all campuswide notifications for VPCFO, as well as various departments under BAS Division, and CSUB Staff Forum in sending campus community email notifications regarding year-round activities.
   5. Assist VPCFO with document review and analysis as needed, including summary write-ups and reporting.
   6. Review, monitor and maintain VPCFO schedule. Coordinate scheduling of meetings with other campus senior leadership offices, vendors, direct reports, etc.
   7. Plan and prepare all travel for the VPCFO including working with off campus vendors to secure flights, rental vehicles, registration for conferences, etc.
   8. Prepare all VPCFO expense reimbursements.
   9. Assist the VPCFO with all special projects as deemed necessary.
   10. Review VPCFO office staff and direct reports monthly timesheets for VPCFO approvals.
   11. Answer phones; receive and distribute mail and messages; update and distribute emergency phone contact lists.
   12. Plan and coordinate all divisional meetings/retreats.
   13. Prepare requisitions as needed.
   14. Prepare VPCFO department purchases, including payment via the appropriate campus policy.
   15. Serve as liaison on labor relations matters, including assisting with preparation of confidential documents necessary to prepare for meet and confer obligations, arbitration proceedings, Unfair Labor Practice charges.
   16. Assist with gathering information for reports, grievances, and union requests as required.
2. Committee Support
   1. Execute all committee meetings facilitated by the VPCFO including the CSUB Foundation Audit and Finance committees, CSUB Auxiliary for Sponsored Programs board meeting, CSUB Student-centered Enterprises board meeting, as well as all committee meetings chaired by the VPCFO including, Space Management Committee, Strategic Planning and Budget Forums, Facilities Master Planning Committee, Information Technology Advisory Council, Ecosystem Advisory Committee, etc.
   2. Compile, review, and edit all material distributed to committee and board members. Record and transcribe meeting minutes.
   3. Implement logistics for meetings and events including but not limited to securing location, catering, room set up, administering event needs (audio/visual, facilities rentals, etc.) 25live software data entry, creating invitation list and correspondence (invitations, emails), overal