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CSU Channel Islands is transitioning to a new online application system. To view and apply for jobs posted prior to July 21, 2021, please visit: Faculty Jobs | Staff Jobs

Administrative Manager

Apply now Job no: 512190
Work type: Management (MPP)
Location: Channel Islands
Categories: MPP, Administrative, At-Will, Full Time

Facilities Services/Division of Business and Financial Affairs

Administrator I 

RESPONSIBILITIES & DUTIES:

Administrative Functions:

  • Effectively manages the administrative support functions for Facilities Services (FS) by directing staff and student assistants in supporting financial and resource management, personnel, and other administrative functions.
  • Assists the AVP with evaluation of workload, distribution of clerical work, and coordinating with FS staff and managers.
  • Ensures accurate detailed position control of each major unit in FS; ensures organizational charts are current.
  • Manages the administrative support for department personnel activities including recruitment, ensuring the submittal of attendance reporting, workers’ compensation, personnel actions (including those of a confidential nature), and recordkeeping in areas of training and advancement.
  • Remains current on CSU and CSUCI policies, procedures, and appropriate collective bargaining agreements (CBA) related to FS. Advises FS leadership on required changes in operations resulting from changes in policies, procedures, or CBA.
  • Collaborates with managers and directors in FS and compiles the annual plan due to BFA each year.
  • Ensures organization of all files on the network drives that FS uses.
  • Develops systems and metrics to ensure Key Performance Indicators (KPIs) are tracked and updated monthly as well as tracking and monitoring operations and customer service levels.
  • Prepares documentation for and attends monthly FS leadership meetings.
  • Uses MS Project and construction management software for oversight of contract administration tasks.
  • Processes database reports; submits quarterly project updates for projects in design and projects in construction for submission to Chancellor's office.
  • Provides general office administration functions to AVP of Facilities Services; serves as a liaison and main point of contact for FS administrators.

Strategic Planning:

  • Provides direction and support to FS financial and administrative personnel on related policies and procedures.
  • Motivates and encourages commitment to achievement of strategic plans; effectively communicates the strategic initiatives.
  • Tracks and reports on FS progress towards achieving department strategic goals.

Resource Management:

  • Ensures integrity of system generated financial reports and monitors transactional activities for all FS funds, programs, and projects.
  • Provides trend analyses by revenue and expenditure type.
  • Researches, determines, and reports causes for significant variances; ensures payments are in compliance with Public Contract Code requirements as appropriate.
  • Leads financial and performance audits of capital projects by Department of Finance (DoF), Chancellor’s Office, or other entities.
  • Assesses project budgets and prepares project fund management reports including a Budget Status Report package to review during meetings.
  • Uses construction management software (currently Prolog) for contract budget and administration tasks.
  • Devises and implements strategies to ensure budgetary allocations meet the operational and strategic goals of the department, while expediting financial activities where possible.
  • Collaborates with FS managers to establish strategies for the most effective and efficient use of all department resources.
  • Develops and maintains annual budget plan, utilizing budgetary planning and financial forecasting techniques.
  • Prepares necessary financial analyses and managerial reports in support of the one and multi-year budgets. This includes preparing a midyear budget review reports for FS reconciling data through mid-year, projecting through year end, analyzing, and interpreting budget data.
  • Monitors service agreements. Eliminates old, unused service agreements.

REQUIREMENTS OF POSITION:

Education and Experience: Bachelor’s degree in a related field or equivalent is desired; or equivalent to four or more years of progressively responsible administrative record-keeping experience to achieve knowledge and abilities listed below including a minimum of 3 years leading and/or supervising the work of others. Strong working knowledge of general office software packages including MS Office, Outlook, Excel, and Word; and an excellent working knowledge of web-based facilities management software and CSU Financial Software (PeopleSoft). Experience in hiring, supervising, and evaluating professional and support staff members. Ability to work independently and make independent decisions. Demonstrated ability to work and make sound decisions independently, exercise creative problem-solving skills and respond to sensitive matters and/or situations with discretion, tact, and confidentiality; strong project planning and budgeting skills required. Must have the ability to coordinate multiple complex projects concurrently, meet deadlines, and stay within budget.

Ability to and Knowledge of: Comprehensive knowledge of record-keeping methods, procedures, practices, and a thorough knowledge of general office procedures. Ability to remain calm under pressure and be patient. Must be able to interpret a wide variety of written rules and regulations. Must possess excellent interpersonal skills in order to interact, communicate effectively, and maintain effective working relationships with all management, staff, co-workers and representatives from vendors and other agencies. Ability to successfully complete the Defensive Driver Training Program; must have the ability to provide proof of eligibility to lawfully operate a motor vehicle in the state of California.


Working Conditions: Ability to sit in an office chair for up to one (1) hour at a time, continuously use hands to perform grasping, twisting, and fine manipulation. Must be able to accommodate a work schedule that varies according to operational needs which may include evening and weekend hours.

Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.

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 Revised July 21, 2017 as a condition of employment.

Hiring Range: $5,000-$6,250 per month

Advertised: Pacific Daylight Time
Applications close:

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California State University Channel Islands 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, or protected veteran status.

Should you require a reasonable accommodation in the application and/or interview process, please contact Human Resources Programs (805) 437-8490.

Contact Us

For assistance regarding the employment application or website, please contact:

Faculty Employment: Academic Personnel at (805) 437-8455 (8-5 M-F PST) or email.
Staff Employment: Human Resources (805) 437-8490 (8-5 M-F PST) or visit the HR Service Desk

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