Operations Coordinator

at  California State University Long Beach

Job no: 545430
Work type: Staff
Location: Long Beach
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Temporary, Full Time

JOB SUMMARY

Under the general supervision of the CAPS Director, the incumbent maintains the daily operations of CAPS and serves as the administrative support for CAPS, and other areas as assigned. The incumbent performs complex administrative duties in support of the Director with additional supports provided to the Associate Director and overall CAPS Team, including some time dedicated to the intern program. The incumbent is expected to provide operational support to ensure the counseling center runs smoothly by creating and enhancing systems. The incumbent is expected to handle routine and confidential matters independently, seeking assistance from the supervisor or their designee for more difficult problems or situations encountered.
Furthermore, the incumbent provides services that are equitable, inclusive, and culturally sensitive to enhance the quality of campus life. This position uses a student-centered and equity-minded approach in all communication and service efforts.
ACPA’s 2024 Most Promising Places to Work in Student Affairs.

KNOWLEDGE SKILLS AND ABILITIES

Excellent communication skills with the ability to effectively handle a broad range of interpersonal contacts including with higher level personnel and those of a sensitive nature internally and externally. Must be able to interact in a positive, professional manner with campus community, including staff, faculty, donors, etc. especially when under pressure. Strong interpersonal skills to establish and maintain cooperative working relationships and communicate clearly and effectively with students, staff, peers, administrators, vendors, Campus and government personnel, clients, state officials, the public, etc. Excellent writing and editing skills (including grammar, sentence construction and vocabulary) to effectively write and present own reports proofread professional level copy of letters, proposals, reports, meeting notes, invitations, and announcements.
Ability to use negotiation and persuasion skills to achieve results and expedite projects. Ability to work as part of a team through close collaboration with colleagues and coordinate with others. Ability to address problems and issues constructively to find mutually acceptable and practical solutions. Ability to coordinate, organize and demonstrate command of a continuously changing array of information, dates, places, and people in a systematic way to optimize efficiency and minimize duplication of effort in the process of completing administrative support projects. Ability to consistently be present at job/work. Comply with CAPS policies, procedures, and guidelines. Ability to promote and uphold CAPS and CSULB goals and the campus Mental Health Plan.
Ability to exercise sound judgment and handle confidential matters with tact and diplomacy, and to maintain confidentiality of information as needed or to protect the rights of individuals or the University. Resourcefulness and creativity in managing the large number of high-profile campus-wide programs/events and demanding schedules. Experience with a broad range of Microsoft Office Suite (including Excel, PowerPoint, Visio) to ensure that incumbent will be able to prepare a wide variety of correspondence, reports, forms, agendas, minutes, and text for web pages. Ability to use office software packages, technology, and systems, including Microsoft One Drive, Share Point, Word, Excel, Access, Office365, etc. Skill in developing, implementing, and assuring compliance with office and University policies and procedures while maintaining good working relationships with staff at all levels within and external to the University. Demonstrated skill in conducting research, developing reports, and presenting findings to supervisor or various groups as assigned. Skill in analyzing information, problems, situations, practices, and procedures to define problem or objective, identify relevant concerns or factors, formulate logical objective conclusions, recognize alternatives and their implications and in generating solutions to problems as they arise.
Ability to provide excellent customer service to the Campus community, vendors, and other outside agencies. Skill in performing customer service in a polite and timely fashion: ability to identify what customer needs and reroute him/her to the correct department; ability to relay customer requests and complaints accurately and appropriately; to describe and convey services provided by the Division. Experience with working with a diverse group of individuals and multicultural university environment. Demonstrated skill in assisting and speaking with persons of various ages, socio-economic, cultural and/or education backgrounds. Ability to coordinate, organize and demonstrate command of a complex and continuously changing array of information, dates, places and people in a systematic way in order to optimize efficiency and minimize duplication of effort in the process of completing administrative support projects. Ability/willingness to commit to all university policies, procedures and guidelines including but not limited to safety, civility, information security and non-discrimination policies and procedures.
Ability to communicate with an ethnically and culturally diverse campus community. Ability to follow all university policies, procedures, and guidelines including but not limited to safety, civility, information security, and non-discrimination policies and procedures. Ability to contribute to a positive university experience for each and every student and assist in achieving the university’s commitment to a “vision of excellence.”

EDUCATION AND EXPERIENCE

• Equivalent to four years of administrative support experience required.
• Working some evenings and weekends.

PHYSICAL SUMMARY

Light work - Job involves some lifting of medium weight objects (10-20 pounds) and/or 10% - 20% of the job involves standing or walking.

• Administrative support to Director, Associate Director, CAPS Team, and other areas as assigned by supervisor. Assist with event planning including purchasing materials, coordinating hospitality, securing rooms, risk management compliance, etc.
• Oversee general CAPS administrative support functions and operations. Create new and efficient processes, systems, and workflows for general office functioning
• Provide support for intern training program. Support correspondence and scheduling of intern candidates and incoming interns.
• Provide Support for duties related to Human Resources. Prepare correspondence, spreadsheets, or databases, both draft and final, for the Director and Associate Director on a wide range of subjects requiring a high degree of knowledge and familiarity with the rules, regulations, policies, and procedures of the University. Compiles and maintains highly sensitive correspondence and materials.