Senior Manager Administrative Services, OWP

Description

Broad Scope & Function

Under the general direction of the Associate Director of Business Operations, the Senior Manager Administrative Services ensures smooth daily operations for the Office of Water Programs.

This includes supervising staff and operations in the Customer Support Group, Technical Publication Group, and Graphic Design Group.

The position will be responsible for maintaining all personnel transactions and confidential documents for OWP. Particular emphasis of this position is managing a broad range of new initiatives, projects, information, and documentation related to the development and production of OWP training materials.

The position is a member of the leadership team and may represent OWP as needed in national and statewide meetings and conferences.

Reporting Relationship

The position reports directly to and receives general direction from the Associate Director of Business Operations. Reporting to this position are the Administrative Support Coordinator -Training, Onboarding and Administrative Analyst, Technical Publications Manger, and the Graphic Design Supervisor.

Benefits

• Participation in CalPERS Retirement Program
• Paid Vacation Time - starting at 10 hours accrued / month
• Paid Sick Time - 8 hours accrued / month
• Paid Holidays - 14 paid holidays per year including paid time off the week between Christmas Day and New Year's Day as the CSUS campus is closed
• Excellent medical benefits - 100% employer-paid medical & dental for employee-only coverage and low cost for family coverage
• Educational Assistance Program for employees and / or dependents
• View a comprehensive list of all of the benefits at

Application Instructions

This position is open until filled with a priority review date of Tuesday, July 16, 2024. We will begin application review on this date.

Please include the following with your application :

Resume

If this document is not included, your application materials will not be considered. Please include your employment history in the "Employment Experience" section of your application in addition to submitting your resume.

Conditions of Employment

The selected candidate must furnish proof of eligibility to work in the United States. University Enterprises, Inc. is not a sponsoring agency (i.e. H-1B Visa).

This is a full-time, exempt from overtime, benefited position, covered under the California Public Employees' Retirement System.

Continued employment in this position is dependent upon the mutual consent of University Enterprises, Inc. (UEI) and the employee, and either University Enterprises or the employee can, at any time, terminate the employment relationship at will, with or without cause.

It is strongly recommended that all University Enterprises, Inc. employees follow COVID-19 vaccine recommendations adopted by the U.

S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications.

Duties and Responsibilities

Works with the Associate Director and leadership team to establish, revise and implement policies and procedures related to daily processes, staff training and development, staff retention, and hiring plans.

Develops recommendations for policy and procedural changes. Identifies trends and recommends action plans to improve processes, procedures, and initiatives.

Maintains and disseminates current University Enterprises Policies and Procedures to OWP staff.

Ensures the implementation of day-to-day operations. Directly supervises staff and student assistants. Reviews and approves employee timesheets.

Prepares performance evaluations for immediate staff and makes recommendations for pay for performance. Effectively coaches, counsels, and resolves employee problems and discipline issues.

Establishes annual goals, training, and development plans that support the OWP mission.

Oversees staffing needs for the OWP Training Group, including planning, advertising, and scheduling interviews. Processes job action forms to complete hiring process for all of OWP.

Proposes new or revised positions, as necessary.

Develops job descriptions for Associate Director's approval and follows through with implementation and submission to Human Resources.

Investigates and recommends setting of salary ranges in concurrence with the Associate Director and the Executive Director.

Maintains all confidential documentation relevant to OWP operations, including personnel files such as timesheets and performance evaluations, and financial documents.

Ensures compliance with federal, state, and local laws and regulations. Reviews and approves invoices for consultants, contractors, and vendors in accordance with OWP policies and procedures.

Keeps the Associate Director informed on daily activities and any implementation issues. Maintains open channels of communication to OWP staff by holding regular staff meetings and is responsible for preparing the agenda and the minutes for the meetings.

Practices good customer relations and emphasizes and trains staff in conducting good customer relations practices. Coordinates development and production of the annual report.

• Researches and analyzes manual sales and course enrollment data.
• Works collaboratively to review results of analysis and to develop forecasts and recommendations.
• Assists the Associate Director and Executive Director in planning activities that ensures the success of OWP in meeting its mission.

This includes evaluating office equipment needs and suggesting and implementing new processes to improve customer service delivery.

• Plans, oversees, and administers department specific programs and projects in such areas as safety and risk management, training and development, procurement, and monitoring of activities.
• Prepares and delivers presentations at regional and national conferences as needed. Represents OWP in national and regional meetings and conferences by serving on committees as needed to promote and disseminate OWP's educational materials.
• Other Duties : May perform certain office tasks to ensure no disruption of the daily activities.

Requirements

Minimum Qualifications

• Bachelor's Degree in business or related field or equivalent combination of education and / or work experience.
• Demonstrated experience in an office environment as an administrator or staff leadership position, which includes supervisory experience in personnel functions.
• Demonstrated experience supervising staff.
• Excellent interpersonal skills. Demonstrated skill in working effectively with a diverse population.
• Demonstrated experience administering office procedures; and knowledge of modern office methods, practices, and procedures.
• Demonstrated experience in working with budget and operational projections, and the incorporation of such projections into organizational planning efforts with the ability to solve problems creatively.
• Demonstrated skill in prioritizing, planning, organizing, and coordinating many concurrent projects. Demonstrated ability to independently assume broad responsibilities for complex functions.
• Excellent oral and written communication skills including excellent command of English usage including grammar, spelling, and punctuation.
• Demonstrated experience working with computer applications including project management, database, spreadsheet and word-processing and other software programs, such as the programs in the Microsoft Office Suite.
• Must pass a background check, which may include fingerprinting. Must continue to meet the established standards.

Preferred Qualifications

• Master's degree in business or related field.
• Documented knowledge of grants and contracts requirements and processes, preferably in an academic or non-profit setting.
• Demonstrated knowledge of human resources and payroll procedures.
• Demonstrated knowledge of one or more of the following areas : training material development, training system management (scheduling, production, etc.

and customer relationship / satisfaction management.

Physical Requirements

With or without a reasonable accommodation : Sit for extended periods; frequently stand and walk; manual dexterity and eye-hand coordination;

corrected hearing and vision to normal range; verbal communication; use of office equipment including computers, telephones, calculators, copiers, printers, scanners, and fax machines.

Working Conditions

Work is performed in an office environment; continuous contact with staff, campus community, the public, and other agencies.

Work Schedule

• 7 : 30 am - 4 : 00 pm
2 days ago