CANDIDATES ELIGIBLE TO APPLY: THIS RECRUITMENT IS AVAILABLE TO CURRENT ON-CAMPUS EMPLOYEES ONLY.

CLASSIFICATION TITLE: Confidential Administrative Support II

UNION CODE: C99

FT/PT: Full-time   

PAY PLAN: 12-month   

WORKPLACE TYPE: On-site (work in-person at business location)

ANTICIPATED HIRING RANGE: $5,417 - $6,667

• However, offer amount will be commensurate with candidate’s experience, education, skills, and training.

CSU CLASSIFICATION SALARY RANGE: $4,687 - $11,223

PAY BASIS: Monthly  

BENEFITS: CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 14 paid holidays per year and more!  See our benefits website for additional information.

POSITION PURPOSE: The Confidential Administrative Support, under general direction of the Vice President for Business and Administrative Services and Chief Financial Officer (VPCFO), provides support for administrative and compliance functions ensuring the office of the VPCFO is run efficiently and effectively; supports audit, subpoena, fiscal impropriety, and bankruptcy support and processing; and also serves as the designated Conflict of Interest Coordinator, Public Records Request Officer, and Campus Policy and Procedures Website Coordinator.

DUTIES & RESPONSIBILITIES:

Administrative Support for VPCFO

1. Administrative Support
   1. Provide support to the VPCFO for all administrative functions and serve as the primary contact for the VPCFO to all University and community constituents
   2. Liaison in direct communication with the President’s Office, Chancellor’s Office, Cabinet Officers, Business and Administrative Services (BAS) direct reports and their offices, Foundation Outsourced Chief Investment Officer, and many other campus constituents as required.
   3. Compose and prepare all other professional correspondence, memos, letters, campus community emails for the VPCFO review and signature.
   4. Send all campuswide notifications for VPCFO, as well as various departments under BAS Division, and CSUB Staff Forum in sending campus community email notifications regarding year-round activities.
   5. Assist VPCFO with document review and analysis as needed, including summary write-ups and reporting.
   6. Review, monitor and maintain VPCFO schedule. Coordinate scheduling of meetings with other campus senior leadership offices, vendors, direct reports, etc.
   7. Plan and prepare all travel for the VPCFO including working with off campus vendors to secure flights, rental vehicles, registration for conferences, etc.
   8. Prepare all VPCFO expense reimbursements.
   9. Assist the VPCFO with all special projects as deemed necessary.
   10. Review VPCFO office staff and direct reports monthly timesheets for VPCFO approvals.
   11. Answer phones; receive and distribute mail and messages; update and distribute emergency phone contact lists.
   12. Plan and coordinate all divisional meetings/retreats.
   13. Prepare requisitions as needed.
   14. Prepare VPCFO department purchases, including payment via the appropriate campus policy.
   15. Serve as liaison on labor relations matters, including assisting with preparation of confidential documents necessary to prepare for meet and confer obligations, arbitration proceedings, Unfair Labor Practice charges.
   16. Assist with gathering information for reports, grievances, and union requests as required.
2. Committee Support
   1. Execute all committee meetings facilitated by the VPCFO including the CSUB Foundation Audit and Finance committees, CSUB Auxiliary for Sponsored Programs board meeting, CSUB Student-centered Enterprises board meeting, as well as all committee meetings chaired by the VPCFO including, Space Management Committee, Strategic Planning and Budget Forums, Facilities Master Planning Committee, Information Technology Advisory Council, Ecosystem Advisory Committee, etc.
   2. Compile, review, and edit all material distributed to committee and board members. Record and transcribe meeting minutes.
   3. Implement logistics for meetings and events including but not limited to securing location, catering, room set up, administering event needs (audio/visual, facilities rentals, etc.) 25live software data entry, creating invitation list and correspondence (invitations, emails), overall design, entertainment, program, parking reservations, delegate duties to respective individuals and coordination of all parties involved.
3. Staff Celebrations Support
   1. Serve as the chair of the BAS Event Committee – plan, execute, implement, and is responsible for the annual holiday breakfast event for the division of BAS. Select committee members, administer and oversee the planning and preparation of this annual staff appreciation event, including delegation of responsibilities, creation and monitoring of budget, and reporting to the VPCFO on progress.
   2. Coordinate BAS Leadership meetings and/or dinners as appropriate.

Designated Public Records Request Officer

1. Receive, review, and monitor all Public Records Requests covered under various state and federal codes and acts (i.e.: McKee Transparency Act, Labor Code 1776, California Public Records Act, etc.).
2. Communicate with necessary involved campus departments to request disclosable records, review for possible exemptions and/or redacting of personal and confidential information.
3. Consult with CSU General Counsel as necessary.

Designated Conflict of Interest (COI) Coordinator

1. Responsible for monitoring, coordinating, processing, and approving Conflict of Interest Filing of Form 700 which includes Designated, Interim, Pro-Card Holders’ Approving Administrators, Consultants, and Auxiliary COI while abiding by the California Fair Political Practices Commission (FPPC) for all COI filers.
2. Add/remove filers from Form700.CSU@southtechhosting.com and add/remove CSUlearn Conflict of Interest Training. Ensure filers complete forms and training by appropriate deadlines. Follow up as necessary.
3. Collaborate with appropriate departments in obtaining monthly reports of new grants, assigned Principal Investigators, and Pro-Card Holders’ Approving Administrator.
4. Communicate and coordinate with appropriate department Vice Presidents/assistants of annual responsibility to obtain board member’s COI form.
5. Process annual COI Form 700 and attend annual COI workshops. Report new filers in designated positions.
6. Coordinate with Human Resources Technology Analyst to create and maintain the COI page on the Human Resources website. Update COI website annually as annual COI policies and procedures, forms, etc. are received from the Chancellor’s Office.

Audits, Subpoena, Fiscal Impropriety & Bankruptcy Support & Processing

1. Audits
   1. Act as the Campus Audit Liaison. Receive all correspondence of upcoming audit notifications (average of 3-4 audits per year lasting 6 months to a year or more) from the Office of Audit and Advisory Services (A&AS). Review notifications and contact campus constituents including VPCFO.
   2. Work closely with AVP Business and Financial Services and AVP Information Technology Services and their assistants throughout open audit process through tracking audit findings and sending reminders of upcoming deadlines for outstanding recommendations.
   3. Review, organize, and maintain all back up documentation. Prepare appropriate memos and documentation to submit to VPCFO. Submit approved packets to A&AS by set deadlines.
2. Subpoenas
   1. Serve as the primary contact for the processing and compliance of all subpoenas for students, faculty and staff while consulting with the CSU General Counsel or Subpoena advisor as necessary.
   2. Review subpoenas for serving compliance and respond appropriately through a decline letter to requestor or notification letter to student following Family Educational Rights and Privacy Act (FERPA). 
   3. Communicate subpoena information to student, faculty, or staff being served through phone and mail correspondence as necessary.
   4. Communicate and deliver memos/copy of subpoena to various campus departments, according to the records being subpoenaed, notifying of the deadline records are due to meet strict deadlines.
   5. Review records received to ensure appropriate information is redacted as appropriate before preparing and delivering records to requestor in person or by mail. Notify requestor of any applicable fees prior to records being released.
   6. Collaborate with outside law offices and CSUB Worker’s Compensation Manager on appropriate information relating to subpoena as necessary.
3. Fiscal Improprieties
   1. Designated campus individual responsible for processing, follow-up, and responding to all Fiscal Improprieties for the campus through collaboration and communication with AA&S and campus administrators.
   2. Prepare initial notifications to AA&S of any possible fiscal improprieties.
   3. Gather fiscal impropriety investigatory information from appropriate administrators and send monthly reminders to request updates on on-going investigation as necessary.
   4. Send monthly campus investigation update to AA&S until investigation is closed.
4. Bankruptcy Notices
   1. Act as campus liaison for CSUB bankruptcy notices (non-student related) through contacting and consulting with appropriate campus constituents and CSU General Counsel to determine if any action will be required.
   2. File claims as necessary and follow up on process until claim is received and/or file is closed.

Campus Policy & Procedures Website Coordinator

1. Act as liaison between committee members (created to receive suggestions and recommendations on logistics of website and storage of policies), their direct reports, and VPCFO in developing and maintaining centralized Office of Policy and Procedures website.
2. Publish new and revised policies in Zavanta (software for policies) when received from departments. Remove terminated policies as necessary.

REQUIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE – Equivalent to a bachelor’s degree in a related field and two (2) years of progressively responsible experience related to the role. Additional qualifying experience may be substituted for the required education on a year-for-year basis. 

SKILLS, KNOWLEDGE & ABILITIES (SKA’s) –

• Regular and reliable attendance is required.
• Understanding of California Fair Political Practices Commission (FPPC) regulations.
• Knowledge of or ability to learn Form 700 filing processes and requirements.
• Familiarity with data entry and management systems.
• Ability to manage and track numerous COI filings and training completions.
• Ability to coordinate activities across multiple departments and ensure timely completion of tasks.
• Knowledge of subpoena processing and compliance with FERPA and other relevant regulations.
• Familiarity with fiscal impropriety investigation procedures.
• Strong skills in organizing and maintaining accurate records and documentation.
• Ability to review and analyze audit findings, subpoenas, and fiscal improprieties.
• Understanding of state and federal codes governing public records requests.
• Familiarity with privacy laws and regulations, including exemptions and redactions.
• Ability to make informed decisions about disclosable records and necessary redactions.
• Understanding of administrative support functions and office procedures.
• Familiarity with formal communication and correspondence standards.
• Ability to handle various administrative tasks simultaneously. Proficient in managing calendars and scheduling meetings.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
• Thorough knowledge of English grammar, spelling, and punctuation.
• Ability to interpret, communicate and apply policies and procedures.
• Ability to maintain a high degree of confidentiality.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
• Working knowledge of or ability to quickly learn University infrastructure.
• Must be willing to travel and attend training programs off-site for occasional professional development.
• Must be able to work occasional holidays and adjust working hours to meet special jobs.  May be called back periodically to perform work as needed on an emergency basis.

PREFERRED QUALIFICATIONS:

• Experience processing, reviewing, and responding to audits and subpoenas.
• Experience using PeopleSoft, Zavanta, CSUlearn, South Tech Disclosing “edisclosure”, Marketplace, etc.
• Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.

PHYSICAL DEMANDS: SEDENTARY WORK – involves mainly sitting; minimal walking and standing; lifting light weight objects limited to 15 pounds.

ENVIRONMENTAL FACTORS: N/A

SPECIAL CONDITIONS:

SCREENING: Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position.

BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) 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.

SENSITIVE POSITION: Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.

GENERAL INFORMATION: It is the policy of California State University, Bakersfield to hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to present documentation verifying their right to accept employment. You will also be requested to present a social security card at the time of initial appointment in compliance with state payroll regulations.  State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her State employment, except legally employed non-citizens. These individuals are required to sign the Declaration of Permission to Work.

All university programs and activities are open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, the CSU Bakersfield provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. The CSU Bakersfield complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.

The CSU Bakersfield is a diverse community of individuals who represent many perspectives, beliefs and identities, committed to fostering an inclusive, respectful, and intellectually vibrant environment. We cultivate a culture of open dialogue, mutual respect, and belonging to support educational excellence and student success. Through academic programs, student organizations and activities, faculty initiatives, and community partnerships, we encourage meaningful engagement with diverse perspectives. As a higher education institution, we are dedicated to advancing knowledge and empowering individuals to reach their full potential by prioritizing inclusive curriculum development, faculty and staff training, student mentorship, and comprehensive support programs. At CSU Bakersfield, excellence is built on merit, talent, diversity, accessibility, and equal opportunity for all.