Chancellor's Office Statement

Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. We are currently seeking experienced candidates for the position of Program Manager, Academic Senate. The CSU Chancellor's Office, located on the waterfront adjacent to the Aquarium of the Pacific in downtown Long Beach, is the headquarters for the nation's largest and most diverse system of higher education. The CSU Chancellor's Office offers a premium benefit package that includes outstanding vacation, health, and dental plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 15 paid holidays a year.

Salary

The anticipated salary hiring range is up to $7,334 per month, commensurate with qualifications and experience.

The salary range for this classification is $4,135 to $12,288 per month.

Classification

Administrator I

Position Information

The California State University, Office of the Chancellor, is seeking a Program Manager, Academic Senate to provide management support to the Academic Senate, leads the day-to-day operations of the office and manages the department budget. The incumbent oversees administrative processes and procedures and implements efficient department workflows. While supervised by the AVC, the Program Manager also maintains a close collaborative relationship with the Chair of the Academic Senate and works at the day-to-day direction and guidance of the Chair. The incumbent works collaboratively with the ASCSU executive officers, provides professional support to the committees and senators, and maintains strong working relationships and efforts that support Academic Senate goals.

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 Associate Vice Chancellor, Student Success & Inclusive Excellence, the Program Manager, Academic Senate will perform duties as outlined below:

Process Improvement

-Manage Academic Senate administrative processes and procedures with attention to detail and accuracy.

-Advise and support the Associate Vice Chancellor on the development of efficient processes, frameworks, and collaborative efforts.

-With recommended guidance from the ASCSU Chair assess, develop, implement, and maintain efficient departmental workflows, including short and long-term strategic plans.

Management of Office Operations

-Streamline office processes and procedures to ensure optimal ongoing productivity and effectiveness of office operations. Identity areas for improvements and implement changes as needed.

-Maintain and manage the day-to-day operations and activities of the Academic Senate office.

-Lead, direct, and supervise ASCSU office staff to achieve organizational goals and objectives, including training, assigning, and reviewing duties for accuracy and efficiency.

-Monitor office staff performance, provide constructive feedback and coaching. Foster a positive and inclusive work environment promoting collaboration and teamwork.

-Manage the department budget and ensure compliance with all applicable University and CSUCO policies and procedures.

-Administer, analyze, and process financial transactions, including but not limited to contracts, purchases, invoices, interdepartmental and campus allocations. Address issues of concern as needed.

-Prepare budgetary analysis and financial reports to the AVC and ASCSU Chair, including annual, quarterly, and additional periodic reports as needed.

-Advise the AVC on financial strategy and planning. In consultation with the AVC and the ASCSU Chair, with recommendations from ASCSU leadership, prepare the annual budget plan.

-Manage and maintain ASCSU documents, databases, and archives. Ensure electronic and physical files adhere to the CSU Chancellor’s Office retention policy and disposal procedures.

-Track and maintain a spreadsheet for Senators' travel and ensure timely travel reimbursements for all Senators with appropriate CSU campus liaisons.

Support to the Academic Senate Chair and Committees

-Provide professional and administrative support to the Chair of the Academic Senate and Executive Committee, including research and information gathering.

-Work collaboratively with the ASCSU Chair in overseeing all ASCSU functions. Manage and coordinate all ASCSU activity schedules.

-Coordinate the Academic Senate newsletter for publication.

-Oversee ASCSU correspondence to include managing, drafting, and/or editing written communications and coded memoranda. Manage the distribution of communications on behalf of the ASCSU.

-Maintain archive materials and efficiently use electronic and physical filing systems for all Senate files.

-Manage and oversee the Senate website and other digital platforms, including website development, maintenance, organization, and filing of documents.

-Interface and maintain cohesive working relationships with Academic Senators, Board of Trustees, CSSA, other segment senates, and other external AS partners and stakeholders.

Event Management

-Manage, coordinate, and oversee all meetings, events, and conferences of the ASCSU, ASCSU Executive Committee, and intersegmental groups.

-Work in collaboration with Chancellor’s Office (CO) Conference Services for the coordination of on-site and off-site conferences, including selection of space and catering. Process contractual and hospitality documents per CO policy and procedures.

-Develop ASCSU minutes and/or review of minutes for accuracy and dissemination.

-Attend and be cognizant of ASCSU priorities, initiatives, and operational needs in ASCSU meetings and ASCSU-related meetings including Intersegmental Committee of the Academic Senate (ICAS), and other on-site and off-site meetings as needed.

Other Duties

-Other duties as assigned.

-Assist with special projects as needed.

Qualifications

This position requires:

-Bachelor's degree from an accredited four-year university or equivalent years of experience in a related area.

-Five years of high-level administrative support to senior leaders.

-Three years of project management experience with demonstrated progressive growth in responsibilities.  

-Supervisory and office management experience.

-Ability to organize, coordinate, plan and facilitate meetings and conferences.

-Comprehensive budgetary management experience. Ability to ensure smooth administrative, budgetary, logistical operations and processes. Ability to independently set priorities, tolerate ambiguity, and juggle multiple tasks simultaneously.

-Flexibility and the ability to pivot and navigate a complex and dynamic work environment with rapidly changing priorities. Ability to adapt to new information and make informed decisions when responding to evolving circumstance while maintaining a focus on goals and objectives.

-Strong writing and effective communication skills.

-Strong editing skills, including the ability to review and refine content for clarity, accuracy, and consistency. Excellent organizational skills in a multi-tasking environment, excellent attention to detail and accuracy.

-Ability to ensure smooth administrative, budgetary, logistical operations and processes.

-Demonstrated strong experience in project management with ability to track progress and coordinate highly detailed projects in a well-organized, efficient, and timely manner.

-Experience with working effectively with a diverse group of stakeholders in a multi-cultural environment, and ability to maintain efficient working relationships.

-Ability to work in high-pressure/high stakes environments.

-Ability to anticipate needs before they arise.

-High motivation and ability to work in cross-functional teams.

-Ability to travel to off-site meetings, conferences, and events.

-Intellectual agility and ability to make independent judgments and work with minimal supervision.

-Ability to work independently, as part of a team, and take initiative in performing a variety of tasks.

Preferred Qualifications

-Three years of experience working within the academic senate preferred.

-Experience working with academic issues and projects within the California State University or higher education preferred.

-Knowledge of CSU travel policies and procedures preferred.

Application Period

Priority consideration will be given to candidates who apply by March 26, 2025. Applications will be accepted until the job posting is removed.

How To Apply

Please click "Apply Now" to complete the California State University, Chancellor's Office online employment application.

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. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager at (562) 951-4070.

Title IX

Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at: https://www2.calstate.edu/titleix

E-Verify

This position requires new hire employment verification to be processed through the E-Verify program administered by the Department of Homeland Security, U.S. Citizenship and Immigration Services (DHSUSCIS)' in partnership with the Social Security Administration (SSA).

If hired, you will be required to furnish proof that you are legally authorized to work in the United States. The CSU Chancellor’s Office is not a sponsoring agency for staff and Management positions (i.e., H1-B VISAS).

COVID19 Vaccination Policy

Per the CSU COVID-19 Vaccination Policy, it is strongly recommended that all Chancellor’s Office employees who are accessing office and campus facilities follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications.

Mandated Reporter Per CANRA

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 as a condition of employment.

Conflict of Interest

The duties of this position will include participation in decisions that may have a material financial benefit to the incumbent. Therefore, the selected candidate will be required to file Conflict of Interest Form 700: Statement of Economic Interest when they first occupy the position, and on an annual basis, complete ethics training within 6 months of appointment, and attend this training every other year thereafter.

CSU Out of State Employment Policy

California State University, Office of the Chancellor, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California. 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.

Background

The Chancellor's Office policy requires that the selected candidate successfully complete a full background check (including a criminal records check) prior to assuming this position.