Job Title

Administrative Operations Specialist

Classification

Administrative Analyst/Specialist - Non-Exempt

AutoReqId

544545

Department

Strategic Communications

Division

Strategic Communications

Salary Range

Classification Range $3,879 - $7,488 per month

(Hiring range depending on qualifications, not anticipated to exceed $3,879 - $4,500 per month)

Appointment Type

Ongoing

Time Base

Full Time

Work Schedule

Monday – Friday, 8:00 AM – 5:00 PM

About CSUF

Standing on 241 acres in the heart of Southern California, the University was founded in 1957 and has grown into a population of over 40,000 students. As Titans, we believe that diverse perspectives deepen our understanding. We are committed to giving students the support they need to graduate, while responding to California’s revolving work force needs. At Cal State Fullerton we strive for continual improvement of students, staff, faculty, and administrators through orientations, training programs, and professional development opportunities. As part of the Titan Community, you have access to many campus facilities and services including but not limited to the Grand Central Art Center in Santa Ana, the Arboretum and Botanical Garden at Cal State Fullerton, cultural events and performances in the Clayes Performing Arts Center, Cal State Fullerton Athletics sports events, Titan Recreation Center, and the Employee Wellness Program.

Job Summary

It is an exciting time to join Cal State Fullerton as we are an in demand comprehensive University that is driven to shape the future of education and foster a vibrant community of diverse students, faculty, staff, and administrators who uphold values of inclusive excellence, free speech, and an environment free from discrimination. We are continuously seeking individuals from various career disciplines that share the University’s mission and core values. We warmly welcome you to consider joining the Titan Community where minds expand and opportunities flourish.  

About the Position: 

University Advancement builds and strengthens relationships with the communities we serve to encourage advocacy, investment and support of the University, its mission, goals, and programs to achieve student and alumni success. Strategic Communications and Brand Management plays an integral role in helping to shape and strengthen the institutions brand and advance in a wide range of institutional effectiveness. We seek an exceptional individual to join our team as the Administrative Operations Specialist (Administrative Analyst/Specialist - Non-Exempt). The ideal candidate in this role should have a positive attitude and an active, energetic mind characterized by highly ethical practices and a commitment to diversity, openness, flexibility, integrity, and kindness.

Reporting to the Associate Vice President (AVP) for Strategic Communications, the Administrative Operations Specialist performs a range of administrative, financial, analytical, and technical duties to support the effective operations of the Strategic Communications office. Duties include finance-related and general administrative support to the department, administrative support to the associate vice president, department technology operations, and preparing for and supporting emergency operations. Answers the main telephone line for the department and retrieves and responds to voicemail. Provides high-quality client reception. Signs for and receives package deliveries and receives and sorts mail. Submits facilities and property management requests and work orders regarding maintenance issues, office moves, and other operational needs. Maintains travel documents and procurement card (P-card) files. Coordinates and maintains meeting requests to use the Strategic Communications conference room. Maintains inventory of publications and keeps literature racks current, organized, and filled. Makes arrangements for audio-visual related equipment for department meetings. Serves as the department information technology coordinator (DITC) including updating staff on IT policies, placing service requests for both computer and telephone needs, and ordering essential hardware and software. Reconciles monthly expense reports and P-card statements and works with the divisional administrative and finance staff to fix expense-allocation errors. Prepares and copies documents for distribution at meetings. Assists the AVP in preparing the annual department budget. Conducts periodic in-depth budget analysis and forecasting and prepares reports for the AVP. Other duties as assigned.

Essential Qualifications

Bachelor’s degree from an accredited four-year college or university and/or the equivalent training and administrative work experience involving the study, analysis, evaluation, development or improvement of administrative policies, procedures, practices or programs. Working knowledge of the general practices, program or administrative specialty. Basic knowledge of and the ability to apply fundamental concepts. Working knowledge of budget policies and procedures. Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit or administrative specialty. Knowledge of and the ability to apply basic methods and procedures used for research and statistical analysis. Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques. Ability to make independent decisions, exercise sound judgment, handle multiple priorities, and organize and plan work assignments. Ability to compile, write, and present reports related to program or administrative specialty. Demonstrated ability to establish and maintain cooperative working relationships.

A background check (including a criminal records check) must be completed satisfactorily and is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to complete the background check satisfactorily may affect the continued employment of a current CSU employee who was conditionally offered the position.  

Preferred Qualifications

Three to five years of experience in administrative support. Experience in higher education. Ability to demonstrate high quality customer service. Experience in operating independently with a very high degree of self-direction and initiative. Strong organizational and analytical skills. Working knowledge of Windows office based software and proficiency in the use of general office equipment. Experience with budgets.

License/Certifications

A Valid California Driver's License.

Special Working Conditions

Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator

Must be able to work the annual Commencement ceremonies.

Additional Information

California State University, Fullerton celebrates all forms of diversity and is deeply committed to fostering an inclusive environment where students, staff, administrators, and faculty thrive. Individuals interested in advancing the University’s strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

Multiple positions may be hired from this recruitment based on the strength of the applicant pool.

If you are applying for a staff position, please note that you are not eligible to work concurrently in a staff position and an Academic Student position such as a Graduate Assistant, Teaching Associate, Instructional Student Assistant, or Student Assistant position.

Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.

Employee/applicant who applies for a position may be required to successfully complete job-related performance test(s) as part of the selection process.  

Online application/resume must be received by electronic submission on the final filing date by 9:00 PM (Pacific Standard Time)/midnight (Eastern Standard Time). Applicants who fail to complete all sections of the online application form will be disqualified from consideration. 

California State University, Fullerton is not a sponsoring agency for staff or management positions (i.e., H1-B Visas).

Hiring Preference

On-Campus CSUEU Employees