Administrative/Support, Other Staff/Administrative, Staff/Administrative
Status: Full-time, Non-Exempt, Probationary position (with the possibility of converting to permanent).
Work Schedule: Monday - Friday, 8:00am - 5:00pm
First Review Deadline:This position will remain open until filled. Applications will be reviewed beginning October 9, 2018.
* Current employees will be given preferred consideration
Provide advanced and complex high-level administrative support to the Associate Vice President for University Development with the primary purpose to support the office in advancing the University's fundraising program. This position reports to the AVP for Development and acts as the liaison between the AVP and the entire development staff, as well as a large variety of constituencies on and off campus including but not limited to donors, volunteers, faculty, staff, VPUA office, VP offices, the President's Office, Deans offices, division-wide colleagues (Alumni Relations, Strategic Communications).. This position, often a first point of contact to external audiences, and a central resource for internal/on-campus stakeholders regularly requires the ability to exercise independent judgment and a comprehensive knowledge of CSUSB, its programs, and the strategic development plan.
This position handles and is involved in many sensitive and confidential issues, and is responsible for fostering positive relationships both internal and external to the campus-wide community and managing multiple projects with firm schedules. The Assistant to the AVP (ASC II) is responsible for effectively managing and scheduling the AVP's time to ensure maintenance of an extensive standing meeting schedule with Deans, VPUA, development directors and other staff direct reports. The position is also responsible for developing a work plan for completing all work and for reporting on progress to the AVP.
Responsible for a complete range of administrative support for the AVP including writing correspondence such as donor thank you letters and preparing for mail, coordinating meetings and related logistics, procuring supplies and materials, making travel arrangements, processing student time sheets, developing accurate invitation lists, and providing support for special events and programs. Advise AVP of potential problems and/or concerns in office operations and budgetary matters. Prepare AVP for meetings with deans, management, staff and donors. Coordinate development and prospect management meetings; prepare meeting packets, take notes, follow up on action items. Handle the recruitment and daily workflow of student workers in the AVP development office. Coordinates all staff meetings, minutes and post meeting follow-up.
Develop and sustain on a daily basis a comprehensive project management system to track projects, events, publications production and reporting requirements from start to finish to ensure timely progression and completion of projects. Take initiative to prompt and follow up with staff on start and due dates for all projects and reports. Initiate due diligence in ensuring deadlines are met.
Develop, implement and maintain office systems and procedures, such as inventory management and hard and electronic filing systems, using technology to bring high efficiency and organization to office operations.
Apprise the AVP and staff about daily priorities and independently respond to inquiries from the internal and external community, including donors, alumni, faculty and staff, students, administrators, legislators, and Chancellor's Office staff.
Works closely with new Development team hires to ensure they transition well to the campus – process paperwork for campus email, CoyoteOne card, request security training through Information Security Office, prepare Computerized Information Access form for incumbent's access to necessary data systems
Prepare meeting documents – agendas, meeting and event briefings, presidential briefings, minutes, reports for monthly/bi-monthly meetings. Compare submitted reports to database reports and notify AVP of anomalies.
May provide clerical support for university wide DOD, corporate and foundation relations program, planned giving and central development department.
Assist with event and meeting logistics, invitations, and RSVPs. Attend special events and assist with event needs as appropriate.
Coordinate mailings on behalf of the development office. Submit data requests and process data and documentation for donor gifts.
Office Budgetary Duties:
Develops and maintains tracking for development budget; reconciles accounts by using PeopleSoft Financial System; maintains communication with Division Senior Budget on a monthly basis to monitor division budget; reconcile and monitor funding allocations and financial transactions, apprising the Associate Vice President and development directors of balances and any unusual patterns.
Reminds staff and administrators of year-end deadlines, ensures deadlines are met and all items are processed before year-end. Reviews invoices from vendors to ensure they accurately reflect services provided; processes invoices for timely payment.
Interpret and apply State and Foundation accounting procedures and policies to ensure compliance with travel and disbursement guidelines
Anticipate system-wide budget requirements, such as the Advancement Expenditures Reporting and annual audits, and ensure all reporting requirements are met in an accurate and timely manner.
Purchase large/small equipment for the office. Monitor license renewals to ensure funds are appropriately projected for this purpose
Submit reimbursement requests for state and foundation accounts, processes mileage/travel claims, hospitality reimbursements;
May oversee projects assigned to student assistants by management personnel to ensure effective and timely deliverables.
Communicates with potential donors on giving to CSUSB
Coordinate thank you letter stewardship for gifts of $1,000+. Draft and prepare thank you letters on behalf of the AVP to donors. Research donor history to ensure language in the thank you letter best reflects relationship between the donor and the university. Ensure thank-you letters are sent within 72 hours of gift receipt. May coordinate flow of information on gifts of $25,000 or more to the President's Office.
Submit and track award nominations for community awards.
Entry to this classification requires a fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Some positions may require a knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite.
Bachelor's degree or some college
Experience in administrative operations in a high-paced, multi-faceted department
Must be a highly motivated and organized individual who is able to work effectively with minimal supervision
Excellent verbal and written communication skills
Ability to maintain a professional demeanor in a fast-paced environment, easily handling and overcoming scheduling demands/conflicts and multiple simultaneous requests
Development office experience in a non-profit of higher education environment
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
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.
California State University, San Bernardino is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.
This position may be "Designated" under California State University's Conflict of Interest Code. This would require the filing of a Statement of Economic Interest on an annual basis and the completion of training within 6 months of assuming office and every 2 years thereafter. Visit the Human Resources Conflict of Interest webpage link for additional information: http://hrd.csusb.edu/conflictInterest.html
This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096)
California State University, San Bernardino offers a challenging and innovative academic environment. The university seeks to provide a supportive and welcoming social and physical setting where students, faculty and staff feel they belong and can excel. The university provides students the opportunity to engage in the life of the campus, interact with others of diverse backgrounds and cultures, as well as participate in activities that encourage growth, curiosity and scholarly fulfillment. Through its branch campus in Palm Desert, the university mission extends to the Coachella Valley.