Job No: 530669; 8/10/2023

CUSTOMER SUPPORT AND ADMINISTRATIVE MANAGER

California State University, Los Angeles, invites applications for the above Administrator II position.

The University:  California State University, Los Angeles (Cal State LA) is one of 23 campuses within the California State University system.  The University is the premier comprehensive public university in the heart of Los Angeles. We offer nationally recognized programs and our faculty have a strong commitment to scholarship, research, creative pursuits, and service.

As a federally recognized Hispanic-serving (HSI) and Asian-American, Native American, and Pacific Islander-serving institution (AANAPISI), Cal State LA recognizes the transformative power of education and embraces its duty to identify and serve the needs of all of its students. The University is committed to creating a community in which a diverse population of students, faculty, and staff can thrive.  

The Position: Under the general direction of the Director of Facilities Services, the Customer Support and Administrative Manager is responsible for the overall operation of the Customer Support and Administration area of Facilities Services. The manager identifies opportunities for operational excellence through collaboration with cross-functional departments to drive efficient and effective processes and procedures that align with strategic goals and objectives of Facilities Services. The manager ensures operations are handled efficiently, organized, and timely by attending meetings as requested, tracking dates and action items, taking detailed notes, organizing project details, distributing regular reports, and following up with constituents as needed. Supervises the following employees: (2) Administrative Analyst Specialists, (3) Administrative Coordinators I, and (1) Warehouse Worker. The incumbent provides operational guidance and support to Facilities Services department with a focus on strategic change management, continuously improving the efficiency and effectiveness of services internally within Facilities and externally to campus constituents. Provides support and guidance in the preparation and management of fiscal activities and budgets for the department. The incumbent works closely with the Director to evaluate operational priorities and assist to assure fiscal resources are aligned with operational needs. The incumbent creates clear process flow diagrams with responsibilities to train and reinforce standard operating procedures and model practices with all affected stakeholders. The incumbent supervises the Work Control Center, administers the Computerized Maintenance Management System (CMMS/TMA) with a focus on dashboard compliance. The incumbent reviews work orders across all shops including Mechanical, Electrical, Plumbing, Fleet, Paint, Carpentry, Custodial, Landscape and Project Services. Standard operating procedures should be updated as needed.

Required Qualifications & Experience:  A bachelor's degree from an accredited four-year college or university in Business Administration, Accounting, Public Administration, or related field. Substantive professional experience in preparing financial reports with related administration background. Experience in Facilities Management that includes working with a Computerized Maintenance Management System (CMMS) like TMA. The incumbent must demonstrate knowledge and experience in managing administrative personnel. The incumbent must possess sound leadership skills and strong decision-making skills. The incumbent must have the ability to coordinate multiple tasks simultaneously in a fast-paced environment, detailed, organized, and to prioritize workload; must be computer literate and familiar with MS Suite (e.g., Word, Outlook, and PowerPoint); have high proficiency using MS Excel; and to communicate issues clearly, understanding the concerns of various groups, using information gathered in proposing solutions. The incumbent must have a 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 California State University. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current California State University employees who may apply for the position. 

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The system-wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to OfficeHRM@calstatela.edu.

California State University, Los Angeles, 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.

Desired Qualifications: 5 years of progressive work experience in Public Higher Education. Familiar with PeopleSoft and working experience within a labor union environment. Master's degree in business, accounting, or related field. Able to drive a state vehicle. Experience managing TMA work orders, preventive maintenance programs across all facilities shops, and warehouse services. Certified Educational Facility Professional, Maintenance Management Professional credential. The incumbent should have or be able to acquire knowledge of all Facilities shops and their preventative maintenance practices, frequency, and benefits through a training such as Building Operator Certification or equivalent.

Compensation: Salary is commensurate with experience and qualifications. Salary range is $4,583 - $14,713/monthly. Anticipated salary range is $6,667 -$7,500/monthly. A comprehensive benefits package is provided.

Appointment:  The Administrator II appointment will be made under the guidelines for management and supervisory employees of the California State University.  All rights and benefits associated with this appointment are governed by the Management Personnel Plan. 

Closing Date:  Review of applications will begin on August 24, 2023 and will continue until the position is filled; however, the position may close when an adequate number of qualified applications are received. A completed online Cal State University, Los Angeles employment application is required. Resumes will not be accepted in lieu of a completed application.

This position is a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position is required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

In addition to meeting fully its obligations under federal and state law, California State University, Los Angeles is committed to creating a community in which a diverse population can live and work in an atmosphere of tolerance, civility and respect for the rights and sensibilities of each individual. To that end, all qualified individuals will receive equal consideration without regard to economic status, race, ethnicity, color, religion, disability, national origin or cultural background, political views, sex or sexual orientation, gender, or other personal characteristics or beliefs.

Candidates must demonstrate ability and/or interest in working in a multicultural/multiethnic environment. Certain positions require fingerprinting. The University actively encourages qualified minorities, women and persons with a disability to apply.  Upon request, reasonable accommodation will be provided to individuals with protected disabilities to (a) complete the employment process and (b) perform essential job functions when this does not cause an undue hardship. We are an Equal Opportunity/Title IX Employer.

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