Manager, Operations and Administration

Long Beach
Dec 07, 2018
Institution Type
Four-Year Institution

Job Title: Manager, Operations and Administration
Job ID: 1013702
Location: Sacramento Advocacy State Rel
Full/Part Time: Full-Time
Regular/Temporary: Regular
Job Code 3318
Job Grade Range A
Department Advocacy and State Relations

Chancellor's Office Statement

Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. We are currently seeking experienced candidates for the position of Manager, Operations and Administration. The CSU Chancellor's Office, located on the waterfront adjacent to the Aquarium of the Pacific in downtown Long Beach, is the headquarters for the nation's largest and most diverse system of higher education. The CSU Chancellor's Office offers a premium benefit package that includes outstanding vacation, health, and dental plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 14 paid holidays a year.


Commensurate with qualifications and experience.

Position Information

The California State University, Office of the Chancellor, is seeking a Manager, Operations and Administration to serve as the day-to-day budget, policy and operations manager for the Sacramento office, managing the administrative services and advocacy operations of the office. The Manager develops an allocation plan for the use of resources in major areas of office activities such as expenditures, travel, entertainment, space planning and allocation, inventory control, facility lease negotiation and renovation, and other discretionary activities. The Manager approves authorization for the administrative expenditures of the office and tracking of such expenditures including payroll, procurement, operational funds, and travel reimbursements as well as providing recommendations on alternative budgeting, modifications in spending, if warranted, and special funds disbursements. The Manager also coordinates with the department team on overall strategy and messaging, to ensure logistics and details are achievable. The Manager acts independently within broad policy and organizational guidelines for the entire department, with multiple segments and activities within their responsibilities. The Manager interacts and supports all members of the office and virtually all projects that come out of the office.



Under the general direction of Assistant Vice Chancellor (AVC) of Advocacy and State Relations (ASR), the Manager, Administration & Operations will:
-Provide the administration and operational infrastructure necessary to support the advocacy and state relations mission that affects the system.
-Author correspondence, reports, spreadsheets and other documents related to areas of responsibility for signature of or presentation to the AVC.
-Communicate daily with state elected officials, their staff, key personnel with the CSU, including the Office of the Chancellor and the 23 campuses, and representatives of various organizations and associations.
-Provide recommendations and advice on short-range and long-range planning issues and participates in decision- making as part of ASR's management team.
-Assist and advise AVC on the department budget/fiscal matters, and ensures that all expenditures are justified, approved, reviewed and accounted for in accordance with policy.
-Be Responsible for long-range planning with regard to department resources.
-Assist and advise on budgetary and financial matters and internal policies with regard to the assessment, allocation and appropriate use of financial resources.
-Be Responsible for short-term and long-term projections and analysis of financial resources.
-Be Responsible for the design and implementation of proper fiscal internal controls for ASR.
-Assist with the development of department budget.
-Identify, assess, research, analyze and summarize problems regarding department budget history, current expenditures and future needs, including long-term projections.
-Identify HR organizational needs, and evaluates and organizes resources to address those needs.
-Manage department operations to include recruitment and hiring; maintenance of personnel records; job description development and review; coordination of promotions, merits, performance evaluations and employee development; departmental time-keeping, training and routine personnel actions.
-Act as a lead and trains, sets standards, coaches, motivates, monitors workload, and assists with evaluating administrative and operational staff.
-Manage department facilities, office suite lease contract and payments, oversees department space needs, allocation, reallocation, renovation, and safety and security.
-Work closely with the outside property management company regarding space and maintenance issues, including lease renewals/extensions.


This position requires:
-A bachelor's degree required in organizational management, accounting, or business and a minimum of 3 years of progressively responsible related experience.
-Experience may be substituted in lieu of education, however two years postsecondary education required.
-Demonstrated skills in professional office and project management, including personnel, budget and operational experience.
-Knowledge, skill and experience in current principles and practices of management and assisting with finances, human resources, facilities, equipment and technology, and leading staff in a complex environment.
-Excellent oral and written communication skills.
-Ability to act independently within broad policy and organizational guidelines, with responsibility for multiple major segments/functional activity.
-Ability to problem solve and make independent decisions with sound judgment.
-Ability to provide leadership for administrative and support staff and achieve measurable goals for the unit.
-Commitment to high quality work products.
-Strategic thinking skills.
-Ability to negotiate contracts, lease agreements and purchases on behalf of ASR and/or CSUCO with expertise to gain favorable outcomes.
-Ability to understand, research, analyze and interpret oral, written and financial information.
-Ability to work and make decisions independently and prioritize assignments of self and others.
-Ability to work under pressure with frequent interruptions and shifting priorities.
-Ability to work simultaneously on several short-term and long-term projects.
-Interpersonal skills to interact effectively with a wide variety of individuals both inside and outside the department.
-Excellent judgment and integrity.
-Ability to maintain highest levels of confidentiality.
-Provide and model high quality customer service to internal and external constituencies.
-Advanced proficiency in Word, Excel, PowerPoint, Outlook, and Dreamweaver.
-Ability to troubleshoot routine computer, network and PDA equipment problems/programming (including cell phone).

Preferred Skills: Lead work experience to include the ability to train, sets standards, coach, motivate, monitor workload, and assist with the evaluation administrative and operational staff.

Application Period

Priority consideration will be given to candidates who apply by December 21, 2018. Applications will be accepted until the job posting is removed.

How To Apply

To apply for this posting:
Step 1: Click 'Apply Now'
Step 2: Login or Register (Create Username and Password)
Step 3: Select to apply with resume
Step 4: Upload one file containing resume. If you would like to include a cover letter, please include it with the resume in one document.
Step 5: Provide contact information and verify application information.
Step 6: Click 'Submit'

Equal Employment Opportunity

The university is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.


This position requires new hire employment verification to be processed through the E-Verify program administered by the Department of Homeland Security, U.S. Citizenship and Immigration Services (DHSUSCIS)' in partnership with the Social Security Administration (SSA).

If hired, you will be required to furnish proof that you are legally authorized to work in the United states.

Mandated Reporter Per CANRA

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.

Conflict of Interest

The duties of this position will include participation in decisions that may have a material financial benefit to the incumbent. Therefore, the selected candidate will be required to file Conflict of Interest Form 700: Statement of Economic Interest when they first occupy the position, and on an annual basis, complete ethics training within 6 months of appointment, and attend this training every other year thereafter.


The Chancellor's Office policy requires that the selected candidate successfully complete a full background check (including a criminal records check) prior to assuming this position.

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