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 Manager of Operations. 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 $7,500 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 Manager of Operations to be key operational leader responsible for driving coordination, accountability, and transparency across the Strategic Communications sub-division, which includes the Media and Public Affairs, Marketing Communications, and Integrated Internal Communications teams. This individual will manage systems and processes that track project progress, support cross-team collaboration, and streamline communication across the division and with executive leadership. They also provide high-level support for the Associate Vice Chancellor, and manage and perform administrative and personnel responsibilities, many of a sensitive and confidential nature, and overall management of general business operations. This includes communicating on behalf of the Associate Vice Chancellor, project management, event management for systemwide conferences and meetings, managing day-to-day office administration, including human resources management, development and maintenance of office procedures, management of the office budget, and drafting and editing of correspondence and reports. The incumbent manages the AVC’s calendar, coordinates cross-organizational meetings, and provides support for the weekly meetings with senior leadership. The incumbent also must maintain an awareness of the AVC’s priorities and have a solid understanding of the functions of the office in relation to other departments in the division and to other units within the Office of the Chancellor, campuses, members of the business, industry and government communities and other external interest groups. Work assignments require considerable initiative and independent judgment in carrying tasks through to completion. Work is performed independently and proactively under the general direction of the AVC. The work product must demonstrate soundness of judgment and accuracy.

This position is the department's first point of contact and will perform highly sensitive and confidential executive-level support work requiring an awareness of the Associate Vice Chancellor’s Office, which includes Marketing Communications, Media Relations and Public Affairs, Integrated Internal Communications and Executive Writing, and a good understanding of the functions of the departments in relation to other departments and divisions of the Office of the Chancellor, the Board of Trustees, and the CSU campuses. The position will investigate and resolve matters of significance on behalf of the Associate Vice Chancellor.

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, Strategic Communications & Brand Marketing, the Manager of Operations will perform duties as outlined below:

Organize and manage office operations; develop and implement internal office procedures; resolve administrative and operational office issues; understand and interpret organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed, including:

Project Management & Tracking:

-Develop and maintain an overarching project management platform that houses all priority initiatives across the Strategic Communications division.

-Ensure accurate tracking of task ownership, deadlines, status updates, and interdependencies across the three teams.

-Monitor workflows and escalate potential delays or roadblocks as needed.

Reporting & Communication:

-Collect and consolidate weekly progress reports from Media and Public Affairs, Marketing Communications, and Internal Communications teams.

-Format and prepare a comprehensive weekly division report for executive leadership.

-Ensure reporting aligns with leadership expectations for clarity, insight, and actionability.

Leadership Meeting Support:

-Attend weekly Strategic Communications leadership meetings to document key decisions, next steps, and action items.

-Translate meeting outcomes into clear updates within the project management platform.

-Distribute meeting recaps and assignments to team leads, ensuring timely follow-up and implementation.

Operational Efficiency:

-Identify and implement tools and best practices to improve team collaboration and workflow visibility.

-Act as a central point of contact for process improvement initiatives within the division.

-Provide training and support to team members on using project management systems effectively.

Additional Responsibilities Include:

-Responsible for human resource management for the AVC. Working in collaboration with the Office of the VC, independently manages recruitment, hiring, and onboarding processes; job description development and review; coordination of promotions, merits, performance evaluations and employee development; departmental time keeping, training and routine personnel actions; assists in CO employee separation process; provides guidance to AVC on personnel matters.

-Serves as the primary event planning professional. Collaborates closely with the senior leadership team, Chancellor's Office staff, and campus staff. This will include at least two systemwide conferences per year as well as multiple meetings and events. Plan, prepare, and anticipate logistical needs for events, including identifying and executing contracts with venues; working with caterers and other vendors; ensuring appropriate A/V and equipment set-up; coordinating arrival/departure of key guests; and working with Marketing Communications on the creation of programs, nametags and other collateral.

-Ensure that the AVC is optimally prepared for every meeting and be thoughtful of upcoming projects and initiatives.

-Coordinate staff absences/leaves to ensure adequate coverage and approve absences in PeopleSoft on behalf of the AVC.

-Manage and coordinate the Associate Vice Chancellor's calendar, including travel arrangements; track materials, electronic and paper to coordinate all aspects of the Associate Vice Chancellor's calendar, including monitoring and reviewing meeting requests, resolving scheduling conflicts, establishing appointment priorities, scheduling appointments and preparing daily schedules; establish master schedule for staff meetings; maintain a weekly calendar for direct reports to the Associate Vice Chancellor; and assemble all background documentation for scheduled events/conference/meetings.

-Serve as Associate Vice Chancellor's principal point of contact in the office when the Associate Vice Chancellor is unavailable; liaison to the Executive Office, campus presidents and vice presidents, and other entities as needed.

-Responsible for office and phone coverage, maintaining call lists and determining the appropriate course of action for calls.

-Manage travel arrangements and prepare travel claims and other expense reimbursement requests, tracking reimbursements.

-Responsible for the development and preparation of high-level documents, correspondence or other materials for the Associate Vice Chancellor's direct need; establish, update and disseminate written guidelines for preparing correspondence for the Associate Vice Chancellor's signature and assist other departments with preparation of correspondence.

-Maintain up-to-date list serves of employees and other constituent groups; maintain up-to-date department organization charts.

-Maintain office files, both electronic and paper, ensuring adherence to CSU policy.

Qualifications

This position requires:

-A Bachelor's degree in a related area and a minimum of six years of progressively responsible executive-level administrative support for high level executive or senior administrative officer in a complex work environment OR equivalent combination of education and experience which demonstrates that the applicant has acquired the knowledge and abilities listed is required. 

-Experience managing the day-to-day office administration including development and maintenance of office procedures, support for management staff and management of office budget.

-Event planning experience with large events, meetings or conferences.

-Excellent proofreading skills and ability to develop and use techniques to ensure the consistency and accuracy of information.

-Demonstrated experience handling highly confidential and sensitive matters.

-Demonstrated ability to take initiative and use sound judgment in completing tasks.

-Ability to work collaboratively with others.

-Requires superior organization, administrative and analytical skills.

-Effective interpersonal, written and oral communication skills.

-Thorough knowledge of modern office practices and procedures.

-Demonstrated ability to complete multiple projects/tasks simultaneously with competing deadlines, and to set and manage timelines and priorities.

-Ability to interact professionally with a wide range of individuals from the Chancellor's Office, campuses, and external parties.

-Ability to coordinate and plan travel arrangements and prepare travel claims, tracking reimbursements.

-Demonstrated ability to plan, schedule and coordinate office activities, complex calendars and meeting and conference schedules.

-Demonstrated ability to prepare reports, letters and appropriate correspondence.

-Possess strong organizational skills with impeccable attention to detail.

-Excellent project management skills.

-Ability to work with all levels of management and staff.

-Proficiency with Microsoft Office programs especially Word, Excel and Outlook email and calendar is required; proficiency with Adobe Acrobat preferred.

Application Period

Priority consideration will be given to candidates who apply by May 22, 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

Consistent with California law and federal civil rights laws, the CSU provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. 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.