Operations Administrator, Financing, Treasury and Risk Management

Responsibilities

• Draft letters and memos as requested.
• Aid in the development of reports and external documents by gathering information from other departments within the Chancellor's Office and from external sources.
• Screens and routes incoming telephone calls and correspondence based on subject matter.
• Maintain the office filing systems.
• Prepare departmental attendance records.
• Arrange for temporary clerical assistance as needed.
• Schedule participants for meetings.
• Schedule resources and other logistics for conferences.
• Work with high-level professionals in other departments to arrange document signing and notarizing.
• Maintain departmental reference documents.
• Cook up all logistical aspects and communicate directly with members of various committees.
• Provide executive level administrative support to the AVC FTRM, including support in the preparation for Board of Trustee meetings.
• Schedule and handle the calendar for the AVC of FTRM.
• Purchase supplies through the use of the department procurement card, under the delegation of the AVC FTRM.
• Provide travel arrangements for all departmental personnel, ensuring appropriate standards and scheduling; prepare and process travel approvals and claims.
• Serve as first approval of all staff travel reimbursements.
• Lead departmental planning and execution of high-quality events, coordinate event logistical requirements, and set up and oversee online registration.
• Administer and handle event budgets and reconcile all revenues against expenditure.
• Provide administrative support for the California State University Investment Advisory Committee (IAC) and the IAC staff, particularly in coordinating logistics for in-person meetings and processing travel claims, as well as supporting staff in the monitoring, collection, and submission of FPPC conflict of interest forms for the IAC.
• Process all State Treasurer's Office and State Controller's Office invoices.
• Lead the maintenance, enhancement, and troubleshooting of both internal and external Financing and Treasury websites, coordinating with internal stakeholders and maintaining a tracking system for timely updates.
• Interact with external legal counsel, financial advisors, sponsors, campus personnel, and auxiliary staff.
• Take lead responsibility for the creating, updating, and organizing documents on the department's website and on the shared files of the server.
• Take lead responsibility for records retention compliance, including tracking, inventory, and disposition of departmental records.
• Lead the coordination of confidential personnel processes: performance evaluations, position descriptions, HR forms (e.g., salary review requests), and maintenance of a system for periodic PD reviews.
• Lead the recruitment process for FTRM staff: posting positions, resume screening, interview scheduling, room reservations, HR coordination, and preparation of interview packets.
• Lead the department’s onboarding process for new employees.
• Assist departmental personnel in the creation and maintenance of databases.
• Provide general office administrative and clerical functions for all departmental personnel.
• Provide administrative back-up support to Systemwide Risk Management as needed.
• Conduct research at the direction of the AVC and other departmental personnel, compiling material from all available sources.
• Cook up the scheduling and agendas for departmental meetings.
• Aid in the creation and preparation of presentation and training materials, including PowerPoint presentations.
• Aid in scheduling meetings for other departmental personnel as requested.
• Cook up the preparation of Board of Trustee agenda items and maintain schedule of Finance Committee agenda items.
• Under the direction of the AVC FTRM, manage the departmental budget, track revenues and expenses, transfer funds as needed, and prepare reports for the AVC’s review.
• Independently conduct research for use in the preparation of Official Statements.
• Create and maintain office calendar of professional activities required to meet reporting deadlines.
• Provide regular status reports to professional staff.
• Under the direction of the AVC FTRM, perform other assigned tasks as needed.
• Aid in the Business and Finance administrative support team by providing general administrative help as needed.

Qualifications

• The incumbent needs to have five years of progressively responsible administrative assignments that have provided the applicant with the knowledge and abilities listed below.
• The position requires administrative experience of the highest level, demonstrating the skills and abilities to perform the referenced duties in a highly proficient manner.
• Strong Microsoft Word, PowerPoint, and Excel spreadsheet experience is required.
• The position requires a proficiency in, and a thorough knowledge of, English grammar, spelling, proofreading, and punctuation.
• Effective verbal and written communication skills.
• Exceptional skills in organizing, prioritizing multiple tasks, and electronic and manual file management.
• Strong mathematical and budgeting skills.
• Ability to develop and maintain effective working relationships.
• Interpret and apply complex policies and procedures.
• Exercise independent judgment and discretion, and maintain confidentiality.
• Ability to anticipate and take appropriate actions as needed.
• Ability to reach reasonable, logical, and independent decisions.