Job Abstract

Full-time temporary position available on or after August 19, 2024 and ending on or before August 18, 2024 in Facilities Administration. Possibility of reappointment and or becoming permanent based on budget, department needs, and job performance. Under the general supervision of the AVP of Capital Planning & Facilities Management (CPFM) this position will be responsible for performing administrative and technical functions in support of the CPFM Department. This position will be required to com... more details

- Position Summary
- Full-time temporary position available on or after August 19, 2024 and ending on or before August 18, 2024 in Facilities Administration. Possibility of reappointment and or becoming permanent based on budget, department needs, and job performance.
  
  Under the general supervision of the AVP of Capital Planning & Facilities Management (CPFM) this position will be responsible for performing administrative and technical functions in support of the CPFM Department. This position will be required to communicate directly with campus personnel, Chancellor’s office personnel and the public regarding sensitive issues.
- Job Duties
- Duties include but are not limited to:
  - Conduct basic research and compile information for reports and briefings under supervision.
  - Assist in maintaining project files and documentation, ensuring they are organized and up-to-date.
  - Track, document, and archive correspondence for each assigned project using specified guidelines appropriately.
  - Utilize various software, including FAMIS, MetaBim, Microsoft, Adobe Suite, and others as necessary, to track project work and archive project information.
  - Provide administrative support for department documents, including formatting and proofreading documents.
  - Coordinate and schedule meetings for AVP, directors, and managers, ensuring all necessary materials are prepared.
  - Review daily paper mail, calendar, and coordinate meetings and department events.
  - Coordinate travel arrangements and process related paperwork for department staff, following established guidelines.
  - Track and reconcile travel expenditures.
  - Assist in preparing meeting agendas and take minutes for various committees and meetings, as directed.
  - Coordinate meetings for various CPFM committees which may involve campus administrators, faculty, staff, students, and consultants.
  - Coordination of meetings and required documents with contractors, architects, engineers, inspectors, project management firms, and special consultants.
  - Draft administrative correspondence, ensuring adherence to campus or CSU policies and maintaining professional grammar, style, and formatting.
  - Create and disseminate various publications and informational materials to inform the campus community, system, and general public about the department's functions, goals, programs, policies, and procedures.
  - Assist with updates and publish department PowerPoint presentation for e-board announcements.
  - Maintain department website content and assist in managing social media accounts for project updates.
  - May be required to obtain additional training and/or certification as part of professional development, based on department and/or campus needs, to stay current with industry standards.
  - The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this classification.
  - At the direction of appropriate administrator, may provide support to other departments within functional area as needed.
  - Other duties as assigned.
- Minimum Qualifications
- Education: Completion of a high school program, technical/vocational program, or their equivalents.
  Experience: Several years of related office work experience.
- Preferred Qualifications
- - A bachelor's degree in Business Administration, English, Public Administration or other related degrees.
  - (2) years of administrative work experience developing or improving administrative procedures and practices.
  - Prior experience in facilities planning processes and procedures or related field.
  - Prior experience in facilities planning or capital development operations.
  - Prior experience in a CSU or higher education setting.
- Knowledge, Skills, Abilities
- - Experience to be fully functional in all technical aspects of work assignments.
  - Ability to understand and operate in a variety of organizational structures.
  - Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
  - Thorough knowledge of English grammar, punctuation, and spelling.
  - Ability to clearly communicate orally and in writing.
  - Ability to use and quickly learn new office support technology systems and software packages.
  - Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
  - Ability to independently handle multiple work unit priorities and projects.
  - Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
  - Working knowledge of budget policies and procedures.
  - Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
  - Ability to draft and compose correspondence and standard reports.
  - Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
- Special Conditions
- - May need to travel to Stockton campus and to local vendor sites.
- License or Certifications
- - California driver's license required.
- Physical Requirements
- The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Salary Range
- Anticipated salary will be $3,680 – $4,048 per month plus excellent paid benefits. Salary will depend on the qualifications of the successful finalist. (Full Administrative Support Coordinator I range: $3,680 - $5,783 per month)
- Compensation & Benefits
- Commensurate with qualifications and experience. As a member of the 23-campus CSU System, we offer an extremely competitive benefits package that includes, but is not limited to, outstanding vacation, health, dental, and vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 15 paid holidays a year. Link to (Bargaining Unit: 7) Benefits Summary: CSU Employee Benefit Summary
- How to Apply
- To be considered, qualified candidates must submit a completed Stanislaus State online employment application, cover letter, and resumé. Applications are accepted electronically only. Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration. To apply online, please click the “Apply Now” button on this page.
  
  Applications will be processed in accordance with Article 9.3 of the CSU/CSUEU Memorandum of Understanding. Preference will be given to qualified individuals currently employed at CSU Stanislaus in bargaining units 2, 5, 7, and 9 except when it is determined that it is necessary to appoint outside applicants to meet the best interest of the campus by obtaining specialized skills and abilities not available from current employees.
- Application Deadline
- July 24, 2024.
- Criminal Background Clearance Notice
- Satisfactory completion of a background check (which includes checks of employment records, education records, criminal records, civil records; and may include motor vehicle records, professional licenses, and sex offender registries, as position requires) 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 satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.
- Additional Information
- Campus & Area
  California State University, Stanislaus serves the San Joaquin Valley and is a critical educational resource for a six-county region of approximately 1.5 million people. The University is fully committed to creating a culture of diversity and inclusion – one in which every person in the University community feels safe to express their views without fear of reprisal. Widely recognized for its quality academic programs, the University has 10 nationally accredited programs and 662 faculty members. 94 percent of full-time faculty holds doctorates or terminal degrees in their fields. The University offers 43 undergraduate majors, 16 master's programs, 7 post-graduate credentials, a doctorate in education and serves more than 10,000 students. New instructional facilities have been built for the unique pedagogy of professional programs, laboratory sciences and performing arts.
  Stanislaus State continues to receive national recognition with its ranking as one of the best 384 colleges in the nation by The Princeton Review. The University was one of 12 public universities in the nation to be recognized by the American Association of State Colleges and Universities for demonstrating exceptional performance in retention and graduation rates. In addition, U.S. News and World Report ranks Stanislaus State in its top 10 among public universities in the West, while Washington Monthly honored Stanislaus State as the West’s No. 1 university for the money. Stanislaus State also is recognized as a Hispanic-Serving Institution (HSI) by the U.S. Department of Education.
  
  Clery Act Disclosure
  Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the annual security report (ASR), is now available for viewing at https://www.csustan.edu/annual-campus-security-report. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Stanislaus State for the previous three years. A paper copy of the ASR is available upon request by contacting the office of the Clery Director located at One University Circle, Turlock, CA 95382.
  
  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. All qualified individuals are encouraged to apply. 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 7/21/17, as a condition of employment.
  Applicants requiring necessary accommodations to the application process may contact the Human Resources Department at (209) 667-3351. California Relay Service is available at (800) 735-2922 voice and (800) 735-2929 TDD. As a federal contractor, we are committed to attracting a diverse applicant pool. Please consider completing the Voluntary Self-Identification of Disability form (your response will not be shared with the search committee) at: Voluntary Self-Identification of Disability PDF Form.
  CSU Stanislaus hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.
  The CSU is a state entity whose business operations reside within the State of California. The CSU prohibits hiring employees to perform CSU-related work outside California.
- The individuals who appear to be the best qualified for this position will be contacted by telephone or email for an interview.
  INFORMATION CONTAINED IN THIS ANNOUNCEMENT MAY BE SUBJECT TO CHANGE WITHOUT NOTICE

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