Assistant Director, Division Operations

Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. 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.

About the role

The Assistant Director, Division Operations serves as the operational leader for the Office of the Vice Chancellor, ERC (External Relations & Communications). This position directs the day-to-day operations of the Vice Chancellor's Office, ensuring effective execution of divisional priorities through oversight of executive office operations, Board of Trustees administration, Public Records Act coordination, systemwide facility and academic naming requests, executive meetings, division events, and operational initiatives.

The Assistant Director acts as the principal operational liaison among the Vice Chancellor's Office, Chancellor's Office divisions, Executive Office, the Board of Trustees Office, CSU campuses, and external stakeholders. In partnership with the Chief of Staff, the incumbent strategically manages the Vice Chancellor's executive calendar and travel, aligning executive time with divisional priorities and preparing the Vice Chancellor for high-profile commitments.

This role exercises considerable independent judgment in establishing priorities, directing multiple concurrent operational initiatives, resolving complex administrative issues, and coordinating across organizational units. The position handles confidential employee information that contributes significantly to executive decisions related to collective bargaining, financial management, budget, executive policy decisions, and statewide and federal legislative policy recommendations.

The Assistant Director serves as the Chief of Staff's principal operational partner and provides leadership and continuity for the Office of the Vice Chancellor in the Chief of Staff's absence, ensuring uninterrupted execution of executive office operations and divisional priorities.

Responsibilities

• Direct day-to-day operational activities of the Vice Chancellor's Office, including executive office procedures, workflow management, approval processes, action-item tracking, records management, and operational improvements.
• Partner with the Chief of Staff to coordinate executive and divisional priorities, monitor progress on division initiatives and divisional responsibilities with CSU Forward, ensure operational readiness for executive engagements, and facilitate implementation of divisional priorities.
• Serve as the operational lead for management of the Vice Chancellor's executive calendar and divisional leadership meetings in partnership with the Chief of Staff. Evaluate competing priorities, recommend scheduling decisions, coordinate complex executive engagements, anticipate conflicts, and ensure alignment of executive time with divisional priorities.
• Direct all aspects of executive travel planning and execution, coordinating complex itineraries involving Board of Trustees meetings, campuses, donors, elected officials, and executive leadership while ensuring compliance with CSU travel policies.
• Coordinate division space planning activities, including office moves, workspace assignments, furniture requests, and office reconfigurations in collaboration with Facilities Planning and Chancellor's Office departments to support changing organizational needs.
• Lead operational planning and coordination for the Committee on Government Relations and Committee on Institutional Advancement; serve as the primary liaison with the Office of the Board of Trustees regarding committee materials, presentation schedules, agenda development, logistics, and meeting preparation; coordinate production, quality control, and timely submission of Board materials.
• Manage the Board of Trustees facility and academic naming process on behalf of the Division, serving as the primary liaison with campuses, donors, the Office of the Board of Trustees, and Facilities Planning; coordinate approvals, documentation, and maintenance of the permanent record.
• Manage Public Records Act requests for the Division by coordinating with the Office of General Counsel, Chancellor's Office divisions, and CSU campuses to collect responsive records, monitor deadlines, and ensure timely completion of requests.
• Lead strategic planning and execution of Vice Presidents for Advancement meetings, division and leadership retreats, division leadership meetings, and other systemwide events by coordinating agendas, logistics, presenters, materials, communications, and follow-up activities.
• Serve as back-up to the Chief of Staff by providing leadership and continuity for the Office of the Vice Chancellor in the Chief of Staff's absence, ensuring uninterrupted execution of executive office operations and divisional priorities.
• Coordinate operational aspects of senior-level recruitments, serving as the primary liaison with Human Resources, search committees, and candidates while ensuring compliance with Chancellor's Office policies and procedures.
• Conduct research, prepare, and proofread high-level briefing materials and correspondence for the Vice Chancellor.
• Prepare or edit high-level written communications, coded memoranda, memos, letters, presentations, spreadsheets, and reports, many of a highly sensitive and confidential nature.
• Handle and maintain electronic and paper files for the Vice Chancellor, many of which are highly sensitive and confidential in nature; maintain confidentiality when supporting the Vice Chancellor with sensitive materials, such as collective bargaining documents.
• Maintain confidentiality and privacy in all dealings related to collective bargaining strategy or activities; such information includes, but is not limited to, information used in collective bargaining, case files for PERB unfair labor practice cases, and contract grievance arbitration cases.
• Perform other duties as assigned.

Requirements

• A bachelor’s degree in a related area and a minimum of seven years of progressively responsible experience in executive operations, organizational administration, project management, or executive-level administrative support in a large complex work environment OR equivalent combination of education and experience which demonstrates the required knowledge and abilities.
• Demonstrated experience working directly with senior executives, governing board members, elected officials, major donors, campus leadership, or other high-profile internal and external stakeholders requiring exceptional professionalism, diplomacy, discretion, and executive presence.
• Demonstrated experience leading complex operational initiatives.
• Experience staffing or supporting a governing board or executive-level committee, including coordinating meeting logistics, preparing agendas and supporting materials, producing accurate meeting minutes, managing presentation materials, and ensuring timely and accurate execution of all Board-related activities.
• Experience managing executive office operations.
• Knowledge of project management principles and organizational effectiveness.
• Demonstrated ability to interpret and implement organizational policies and procedures.
• Experience exercising independent judgment on matters affecting executive priorities.
• Excellent proofreading skills and ability to develop and use techniques to ensure the consistency and accuracy of information.
• Ability to track assigned tasks/projects, communicate and coordinate with involved individuals, and ensure follow-through and completion of task/project; this includes identifying and resolving barriers, notifying management when a task/project may be stalled, and making recommendations to move it forward.
• 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.
• 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, governing board, and external parties.
• 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.
• Strong organizational skills with impeccable attention to detail.
• Proficiency with Microsoft Office programs, especially Word, Excel, and Outlook.

Preferred Qualifications

• Prior experience working in a higher education environment and knowledge of higher education operations is preferred.
• Proficiency with Adobe Acrobat preferred.

Benefits

• Comprehensive Health, Dental, and Vision Benefits
• Generous vacation plan
• 15 paid holidays a year
• Tuition waiver education program (also applies to eligible family members)
• Membership in the California Public Employees Retirement System (PERS)

Pay

The anticipated salary hiring range is up to $125,000 per year, commensurate with qualifications and experience.

Schedule

Flexibility to telecommute two days a week, with three days on-site at the main headquarters in Long Beach, California.