Presidential Operations Specialist

at  California State University

Job no: 543727
Work type: Staff
Location: Stanislaus - Turlock
Categories: Confidential, Administrative, Probationary, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)
Position Description
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POSITION SUMMARY

• (Classified as: Confidential Administrative Support, PSL II)
  Full-time position available on or after November 11, 2024 for President’s Office.
  The Presidential Operations Specialist provides essential administrative and secretarial support for university administrators within the President’s Office. The incumbent is responsible for overseeing daily operations, organizing events, and coordinating workflows. This role serves as a primary contact for campus constituents and external parties, manages data and prepares reports, and ensures efficient office operations while supporting staff training, project coordination, and process improvements.

MINIMUM QUALIFICATIONS

• Education/Experience: Entry qualifications would normally be obtained through a bachelor’s degree or professional training program specific to the position (e.g. Certified Public Accountant) and directly related work experience, or a combination of education and experience which demonstrates the ability to perform the essential functions of the position.

PREFERRED QUALIFICATIONS

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• Bachelor’s degree in business administration, Accounting, Public Administration, or a related field.

• Minimum of 3-5 years experience in an administrative support role, including experience supporting senior or executive leadership and/or demonstrated office management and coordination skills, preferably within a higher education.
• Bilingual proficiency in English and Spanish is preferred for effective communication with a diverse range of campus constituents and external partners.
• Demonstrated experience in event planning and coordination for groups or programs of varying sizes.
• Proven experience using financial management systems (e.g., Concur, PeopleSoft, or similar systems).
• Demonstrated experience preparing reports, managing program data, and tracking expenditures.

KNOWLEDGE, SKILLS, ABILITIES

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• Experience to be fully functional in all technical aspects of work assignments.

• Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
• Thorough mastery of English grammar, punctuation, and spelling.
• Thorough knowledge of office systems and expertise in using office software packages, technology and systems. May function as the office information technology specialist. Ability to use and quickly learn new office support technology systems and software packages is a prerequisite.
• Ability to independently handle multiple work unit priorities and projects.
• Ability to interpret and apply a wide variety of policies and procedures independently and use judgment and discretion to act when precedents or specific guidelines do not exist.
• Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
• Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
• Ability to analyze operations and procedural problems and develop, recommend, and evaluate proposed solutions.
• Working knowledge of budget policies and procedures.
• Ability to perform business math, such as calculate ratios and percentages, track and analyze financial and/or budgetary data, and make accurate projections requiring some inference.
• Ability to effectively write and present own reports.
• Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
• Ability to use negotiation and persuasion skills to achieve results and expedite projects.

• Duties include but are not limited to:
• Perform administrative duties in support of work unit operations and coordinate work activities.
• Set up and maintain office procedures related to a specific academic program or administrative office.
• Develop documents involving the use of software features such as charts, tables, and graphics.
• Provide lead work direction and coordinate unit workflow.
• Perform administrative duties and/or project work and coordination related to programs, policies, and procedures.
• Organize and arrange special events, and related activities.
• Provide guidance and work direction to other office support staff as needed.
• Assist with interviewing, hiring, and performance reviews, making recommendations as appropriate.
• Train and mentor new employees, promoting a collaborative work environment.
• Interact with a variety of campus and community constituents.
• Work with students, faculty, and staff to assist them or resolve problems.
• Network to build campus relationships to expedite work and projects.
• Coordinate work and projects.
• Serve as a primary contact and/or resource to outside parties, such as vendors or governmental agencies, and/or to top-level administrators.
• Maintain, gather, and analyze data and information for various purposes.
• Track, monitor, coordinate, and/or compile department activities, programs, or events, as well as manage financial tasks such as inputting contract information, processing payment requests, handling catering expenses, and overseeing budget-related transactions.
• Compile and prepare various reports.
• Use and maintain office support technology and systems such as word processing, desktop publishing, spreadsheets, and databases to produce results.
• Perform standard clerical and secretarial work.
• Process standard and electronic mail.
• Prepare and compose correspondence, reports, and other documents.
• Create and maintain standard and electronic records and files and recordkeeping systems.
• Arrange meetings and events.
• Make travel and other arrangements.
• Order and maintain supplies.
• Troubleshoot office technology problems and systems.
• Perform other general office support and maintenance activities.
• Other duties as assigned.