Office Manager

California State University, Los Angeles - Los Angeles, CA (30+ days ago)4.1


Bulletin #170021; 6/25/18

OFFICE MANAGER
Administrative Support Coordinator II
Center for Engagement, Service, and the Public Good (ESPG)

Salary Range: $3,115 - $5,316/Monthly

Work Schedule: Full-Time, Monday - Thursday, 9:00 a.m. to 6:00 p.m. Friday, 8:00 a.m. to 5:00 p.m.; Non-exempt classification. Temporary, expires on or before one year from date of hire; May be extended; May become permanent.

Essential Job Functions: Under the general supervision of the Senior Director, the incumbent will manage and evaluate the overall fiscal resources and various funding sources of the Center for Engagement, Service, and the Public Good (Center for ESPG). This will include management, evaluation, and coordination of resources allocated to the Office of Service Learning, JumpStart, and EPIC which includes the America Reads and Counts Program, Project Rebound, Prison BA Degree Program, in addition to the Center for ESPG. The incumbent will be responsible for the overall coordination and administrative functions of the various programs and initiatives under the Center for ESPG; budgetary tracking and analysis; providing management and recommendations on budget resolutions, purchasing, and coordination of mini-grants to students and faculty; using the Common Financial System (CFS); developing and maintaining budget files including expenditure logs; monitoring and developing tracking for the processing of student and faculty mini grants; preparing budget projections, reconciliations and financial assessments; investigating budget matters; consulting with and advising responsible campus officials on budget requests, including expenditure costs; assisting in the completions of funding requests; processing payroll; coordinating the processing of financial request, purchase orders, requisitions, contracts; completing university forms such as requests for travel, expense claims, petty cash request, and mileage requests for checks; creating, maintaining personnel records for the Center; evaluating equipment needs, overseeing the ordering of hardware, software, and general supplies; attending meetings and workshops; maintaining the Director's calendar; and coordinating meetings, events, and travel for various program directors and staff.

Required Qualifications and Experience: The incumbent must have the equivalent to four years of general office experience, which included providing ongoing work coordination and/or lead responsibilities with notable accountability for the work results of support staff or unit administrative function. The incumbent must have demonstrated experience with fiscal management and budget analysis. The incumbent must also be fully functional in all technical aspects of work assignments with working knowledge of Microsoft Office Suite. The incumbent must possess strong analytical problem solving skills, time management skills, and excellent oral and written communication skills. The incumbent must have the ability to independently reconcile financial reports and financial data and financial statements with a high degree of accuracy; independently verify, investigate, follow-up and resolve errors and discrepancies; work cooperatively and professionally in a team environment; make sound decisions and recommendations based on current policies and procedures; compose correspondence and standard reports; work in a fast paced environment with concurrent deadlines; to interact effectively with faculty, CSU administrators and staff, community partners, and university population; and demonstrated interest and/or ability to work in a multicultural/multiethnic environment. A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who may apply for the position.

Special Desired Qualifications: A Bachelor's degree from an accredited college or university. Five years of progressively challenging administrative and clerical experience; experience working with multiple projects and budgets. The incumbent must also be fully functional in all technical aspects of work assignments with working knowledge of the university's CFS Financial Reporting and Data Warehouse system; applicable University infrastructure, policies and procedures. Comfortable working in a high pressure, constantly changing environment. Strong accounting background as well as proficient in MS Office programs and budgeting/accounting platforms. Ability to manage multiple tasks and projects with limited supervision and/ or intervention; to respond and deal with unexpected emergencies and situations; to independently research campus policies and procedures in order to support and implement the Center's projects.

Closing Date: Review of applications will continue until the position is filled; however, the position may close when an adequate number of qualified applications are received. A COMPLETED ON-LINE CAL STATE LA EMPLOYMENT APPLICATION IS REQUIRED. RESUMES WILL NOT BE ACCEPTED IN LIEU OF A COMPLETED APPLICATION.

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.

Job Types: Full-time, Temporary

Salary: $3,115.00 to $5,316.00 /month

Experience:

  • office: 4 years