Strategic Engagement Support Coordinator

Position InformationThe California State University, Office of the Chancellor, is seeking a Strategic Engagement Support Coordinator to provide administrative support directly to the AVC and is responsible for coordinating and conducting general department functions. This position will perform administrative and clerical work such as preparing and composing written correspondence, reports and other documents; creating and maintaining records, files and record keeping systems; arranging meetings and events; maintaining and updating the AVC’s calendar; making travel arrangements; ordering and maintaining supplies; troubleshooting office technology problems and systems; and performing other general office support and maintenance activities. This position will conduct department operations functions, such as information gathering and analysis, coordinating department activities, programs, events, budgets and financial data; compiling and preparing various reports; using and maintaining office support technology and systems; and coordination of the logistical aspects of meetings, programs and engagements, including venue coordination, travel arrangements, agenda preparation, documentation and onsite assistance. The Strategic Engagement Support Coordinator interacts with a variety of CSU constituents; builds relationships at the Chancellor’s Office to expedite work and projects; coordinates work and projects; and serves as a primary point of contact for the department. This position is approved for telecommuting (two days telecommuting, three days in office (in-person)) with onsite work at the main headquarters located in Long Beach, California. Responsibilities Under the general direction of the Assistant Vice Chancellor, Strategic Engagement, the Strategic Engagement Support Coordinator will perform duties as outlined below: Coordination of all administrative and clerical work in the Strategic Engagement Department (45%) Responsible for coordination of all administrative and clerical work in the Strategic Engagement Department. This includes administrative/clerical work such as: -Preparing and composing written correspondence, reports, agendas and other documents. -Creating and maintaining and electronic records and files and record keeping systems, such as contact databases and communications. -Screening telephone calls and referring them to appropriate staff. -Arranging meetings and events, including space rental, catering and AV needs. -Maintaining Outlook calendar. -Making travel arrangements and completing paperwork on all travel requests and expense claims in Concur. -Processing requisitions and invoices for payment in CSUBuy; -Preparing department procurement card reports; gathering receipts and reconciling expenses in CFS. -Requests updates to information on department website. -Submitting requests for maintenance and IT-related issues. -Ordering and maintaining supplies from Staples in CSUBuy. -Troubleshooting office technology problems and systems; and performing other general office support and maintenance activities. Information gathering and analysis, compiling data, preparing reports (35%) Performs information gathering and analysis which includes: -Maintaining, gathering and analyzing data and information for various purposes including tracking, monitoring, coordinating and/or compiling department activities, programs, events, budgets and financial data. -Reconciling department budget and reviewing reports in Data Warehouse; tracking expenses, budget and expenditure transfers, research and reconciliation. -Compiling and preparing various reports. -Using and maintaining office support technology and systems such as word processing, desktop publishing, spreadsheets and databases to produce results; and -Participate in meetings both in person and virtually by supporting the project, initiative or program with support coordination.  Interacting with CSU constituents, networking to build CO relationships, coordinating work and projects, serving as primary point of contact (15%) -Interacts with a variety of CSU constituents including external partners, governmental agencies, community members, alumni, students, faculty and staff; CO staff and administration, and campus administrators, staff and faculty across the CSU’s 22 campuses. -Networking to build CO relationships to expedite work and projects. -Coordinating work and projects. -Coordination of logistical aspects of meetings, programs and engagements, including venue coordination, travel arrangements, agenda preparation, coordination of documentation and onsite assistance; and -Serving as a primary contact and/or resource to outside parties, such as vendors, CO stakeholders, alumni, governmental agencies and CSU administrators. -Performs other related duties as assigned (5%). Qualifications This position requires: -Graduation from high school program, technical/vocational program, or their equivalents combined with years of experience. Bachelor’s degree from an accredited university is preferred.  -5-6 years of progressively responsible administrative/clerical/department operation coordination experience. Strong writing skills, previous experience in an administrative office within an academic setting. Experience in written correspondence, developing spreadsheets and reports from a variety of sources to produce a consolidated summary. Department budget coordination and good customer service skills.  -Knowledge of standard office procedures and practices, comprehensive and detailed knowledge of the university infrastructure, policies, and procedures. -Thorough knowledge of English grammar, punctuation and spelling. -Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist. -Ability to evaluate and make recommendations related to operational and procedural matters. -Ability to perform large scale, complex projects with broad, visible impact that involve coordination with other departments are planned and executed. -Ability to take work direction, training and guidance from supervisor and co-workers. -Skill and ability to work on multiple projects and priorities simultaneously. -Ability to make independent decisions on day-to-day operations. -Knowledge of specialized policies and procedures and the ability to apply them. -Knowledge of a broad range of operational and procedural office and administrative problems which may at times require research, analysis and evaluation of information which may need to be solved. -Ingenuity in developing solutions is required. -Ability to successfully interact with high levels of management and outside university constituents. -Ability to deal with sensitive interpersonal situations. -Ability to work independently or in a team to meet deadlines. -Ability to work in a steady and fast-paced working environment.