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Office Manager, SPF General Operations

Job description



Office Manager, SPF General Operations

Humboldt State University


HSU Sponsored Programs Foundation
Job Announcement

This is not a state position

Job Title: Office Manager
Wage: $18.00-$22.00; Full-Time, Non-Exempt, 12-month position. Job offers a competitive benefits
package including group health, dental, and vision.
Project Name: General Operations, G05504
Anticipated Start Date: Wednesday, November 14, 2018 Supervisor: Executive Director of Research and
Sponsored Programs

Under the direction of the Executive Director of Research and Sponsored Programs, this position is responsible for the oversight and coordination of tasks related to the day to day operations of the Office of Research and Sponsored Programs. This includes independent performance of varied specialized administrative and analytical duties as an office administrator, supervising front office staff and support coordinator positions which aid Pre- and Post-Award services, as well as provide direction in the coordination of large multi-office projects.

Essential functions of the job:

  • Responsible for procurement/reconciliation of auxiliary and state funds, acting as budget analyst for the Office of Research and Sponsored Programs;
  • Oversee the pre-screened review/audit of transactions to ensure they are allowable and allocable according to funder guidelines and CSU policy. This includes reviewing grant contract technical requirements and interpreting them to determine the allow ability of spending.
  • Investigate and analyze procedural/operational problems with a broad administrative impact and address them proactively. This includes development, implementation, and maintenance of Pre & Post Award databases. Leading internal/external HR and Payroll projects including the implementation of new SPF/ HR/ Payroll software.
  • Researching, writing and implementing policies/procedures as well as review and re-write outdated policies;
  • Assist in preparation of Board of Directors agenda packets; coordinate meetings and room reservations for meetings;
  • Responsible for coordinating Board of Directors Meetings, minutes, resolutions and presentations;
  • Responsible for website design/content updates on a regular basis; Coordination of internal Access databases and provides moderate technical support;
  • Coordinate distribution of media related to SPF newsletters, brochures, forms and other publications; Create/edit SPF forms;
  • Lead day-to-day program operations and lead work direction of front office staff including accountability for results; lead front office on large scale projects. These projects include 90-60- 30 closeout notifications and documentation, bi-monthly Payroll issue notifications, monthly vacations/sick accrual notices to supervisors, EEO recruitment and disposition, records/information retention and disposition, and other special projects as they are identified.
  • Hiring, training and mentoring of new employees providing interim lead work direction. Training includes teaching technical aspects of pre-award, post award, human resources, payroll and compliance to SPF employees, faculty, and staff.
  • Lead/Train/Mentor auxiliary employees;
  • Oversee front office coordination with Payroll and Human Resources to resolve issues related to
    payroll submissions and appointment documentation as well as coordinate policy implementation;
  • Oversee coordination of internally funded competitions such as the Incentives Program, ARI, RSCA, ideaFest and McCrone Awards;
  • Coordination of HSU SPF public events such as ideaFest, McCrone Awards, and PI Celebration.
  • All other duties assigned.

    Minimum Qualifications:
    Education Bachelor's Degree required, additional program specific certifications preferred. Three years increasingly responsible administrative support/management experience including at least one year gaining working knowledge of operational and fiscal analysis and techniques related to grants and contract management. Must be able to work M-F 8am to 5pm.

    Knowledge, Ability & Skills:
  • Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
  • Demonstrated ability to creatively solve problems to meet needs of projects by interacting with members of the campus community
  • Demonstrated ability to analyze and address problems using reasoning and the interpretation and application of theories and principles to develop and recommend alternatives and best courses of action.
  • Demonstrated ability to communicate well, verbally and in writing, in order to explain budget and
    business processes to faculty/principal investigators and administrative staff
  • Demonstrated ability to effectively interpret, organize, and present information and ideas in written or
    presentation form.
  • Experience with Event Planning.

    Application Instructions: To apply submit 1.) resume, 2.) cover letter, 3.) three references, 4.) along with the HSU SPF Employee Information Form for Applicants to [email protected]. If you have any questions regarding this position contact Andrea Barrera at 707-826-5169 or [email protected].

    Application review date: Monday, November 5th, open until filled.

    Humboldt State University Sponsored Programs Foundation 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, protected veteran status, or any other legally protected status.

    More information about HSU SPF's Equal Employment Opportunity hiring can be found here.

    For assistance with the application process, please submit an Accommodation Request Form which can be found here or call the SPF Front Office at (707) 826-5169.

    A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered this position within HSU SPF. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current HSU SPF employees who apply for this position.

    Equal Employment Opportunity Statement Humboldt State University is a Title IX/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, protected veteran status, or any other legally protected status.

    HSU is committed to enriching its educational environment and its culture through the diversity of its staff, faculty, and administration. Persons with interest and experience in helping organizations set and achieve goals relative to diversity and inclusion are especially encouraged to apply
    .

    It is the responsibility of the applicant to provide complete and accurate employment information. Evidence of required degree(s), certifications(s), or licenses(s) will be required prior to the appointment date. Incorrect or improperly completed applications will not be considered for vacancies. Any reference in this announcement to required periods of experience or education is full-time activity. Part-time experience or education (or activities only part of which are qualifying) will receive proportionate credit. In accordance with applicable Collective Bargaining Agreements, preference may be given to the campus applicants covered by these agreements. However, positions are open to all interested applicants, both on and off campus, unless otherwise stated.

    A background check (including a criminal records check, employment verification, and education verification) must be completed satisfactorily as a condition of employment with the CSU. Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Adverse findings from a background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.

    Compliance with the California Child Abuse and Neglect Reporting Act (CANRA) and CSU Executive Order 1083 Revised July 21, 2017 (EO 1083) is a condition of employ-ment. CSU employees in positions with duties that involve regular contact with children or positions which supervise such employees are designated as Mandated Reporters under CANRA and are required to comply with the requirements set forth in EO 1083. Upon appointment to this position, the successful candidate(s) will be notified of and required to acknowledge their CANRA reporting status.

    Additionally, all CSU staff and faculty receive training annually on their obligations in responding to and reporting incidents of sexual harassment and sexual violence. You will be notified by email when you are required to take this mandated training.

    New faculty employees hired by the CSU for the first time who first become CalPERS members on or after July 1, 2017 are subject to a 10-year vesting period for retiree health and dental benefits. Staff employees covered under bargaining agreements 1, 2, 4, 5, 6, 7, 9, 10, C99, E99, M80 and M9 hired by the CSU for the first time who first become CalPERS members on or after July 1, 2018 are subject to a 10-year vesting period for retiree health and dental benefits

    If accommodations need to be made during the recruitment and interview process, please contact Human Resources at (707) 826-3626 or [email protected]







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    Job No:
    Posted: 11/8/2018
    Application Due: 11/8/2030
    Work Type:
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