California State University, Office of the Chancellor · 5 hours ago
Manager, Executive Engagement and Strategic Operations
Long Beach, CA
Full-time
Hybrid
Mid, Senior Level
$0/yr - $120K/yr
5+ years expCalifornia State University, Office of the Chancellor is seeking a Manager, Executive Engagement and Strategic Operations for the Division of Strategic Enrollment Management and Student Success. This role serves as the principal administrative officer providing high-level operational and strategic support, overseeing the management of engagements, and ensuring effective communication and project management across various stakeholders.
Higher Education
No H1B
Responsibilities
Provide daily executive-level administrative and professional support to the DVC, serving as a strategic partner to advance CSU priorities and ensuring seamless daily operations. Exercise foresight in identifying needs and ensuring the DVC’s time and attention are directed toward high-impact activities
Ensures DVC is fully briefed and optimally prepared for all engagements by developing comprehensive briefing materials, background research, and strategic context for all meetings, including the Board of Trustees, Chancellor’s Council, Executive Leadership Team, and other senior level engagements. Proactively follow-up on the status of materials and oversee effective follow-through on all action items
Strategically manage all elements of the DVC’s dynamic calendar, including establishing appointment priorities and evaluating engagement requests to enhance visibility and advance a strong local, state and national presence
Develop, schedule and maintain the master calendar for SEMSS division leadership and staff meetings. Track DVC’s direct reports’ personal and business travel absences and process approvals through the appropriate platforms
Plan, arrange, and oversee all aspects of the DVC’s travel, prepare and process travel approvals, claims, itineraries, reimbursements, and meeting preparation, ensuring accuracy and CSUCO policy compliance throughout each state of travel
Manage the maintenance and security of digital and physical records for the proper filing of SEMSS data and confidential information in accordance with the CSUCO retention policy and legal requirements
Uphold the highest standard of confidentiality and discretion while handling sensitive materials, such as collective bargaining documents, labor matters, personnel cases and performance evaluations
Serve as key member of the SEMSS support leadership team, contributing to the effective administration of office operations, coordination of division-wide meetings and events, and support the onboarding of senior CSU leaders
Monthly reconciliation of the department credit card (Procurement Card). Process expenditures consistent with applicable CSUCO procurement policies and procedures
Interpret and apply Chancellor’s Office-wide operating policies and procedures to support workflow consistency, and operational alignment across the Division
Provide comprehensive project management functions and serve as the primary coordination point for SEMSS initiatives led by the DVC. Oversee Division project timelines, communications, and deliverables to ensure alignment with priorities
Design and coordinate action plans that operationalize the DVC’s strategic goals and objectives. Collaborate closely with SEMSS leadership project leads and cross functional teams to establish accountability and maintain progress toward outcomes
Coordinate complex workflow across multiple units and ensure project progress. Track milestones, develop guides, conduct follow-up, identify delays and proactively recommend adjustments to ensure timely completion. Prepare regular status updates, dashboards, and document progress for leadership
Provide analytical support by gathering qualitative and quantitative data, synthesizing findings, and prepare assessments that inform strategic planning for the DVC
Manage the processing and coordination of special projects, including but not limited to request for proposals, event planning, information synthesis and reporting activities
Serve as a strategic advisor by identifying opportunities for improvement across project areas, offer recommendations that support operational efficiency and decision-making
Engage with campus leadership to support the coordination of project management efforts to ensure seamless transition of system priorities into campus-based execution
Serve as a resource and advisor to the Chief of Staff (CoS) on advancing the day-to-day DVC projects and priorities, ensuring operational efficiencies. Support the planning and execution of engagements and ensure they are properly sequenced, including pre-meetings and pre/post-briefings
Partner with CoS to ensure the DVC is fully prepared for all meetings, commitments, and decision-making activities by identifying priority issues, coordinating assignments, synthesizing key information, and anticipating follow-up needs
Support the CoS in managing partnerships and systemwide relationships by coordinating communication and ensuring timely and informed responses to inquiries and requests
Contribute to project planning by conducting research and providing insights that inform decision-making. Partner with the CoS to strengthen executive workflow systems that support a high-functioning office team
Develop, draft, and/or edit written DVC communications, including executive correspondence, Board of Trustees materials, memos, letters, presentations, spreadsheets and summaries, many of a highly sensitive and confidential nature
Work collaboratively with SEMSS Communications to support the preparation and refinement of all materials produced for the DVC. Ensure quality control and approve draft documents for distribution and/or signature, in alignment with executive and systemwide expectations
Maintain up-to-date internal/external contact lists including listservs of trustees, campus presidents, CO leadership team, division staff, provosts/vice presidents and other constituent groups
Manage the SEMSS general phone line and email account by triaging inquiries, ensuring timely and appropriate responses, escalating urgent matters, and coordinating distribution of division-wide emails
Provide communication support to SEMSS leadership by developing messaging frameworks, templates, and standards that enhance consistency across the team. Prepare meeting minutes/summaries
Provide support for special events and engagements led by the DVC, including developing agendas, management of meeting logistics, preparation and distribution of meeting materials. Attend on-site and off-site meetings, as needed to support continuity and effective follow-through
Coordinate and manage DVC meetings and systemwide convenings that require collaboration across multiple departments. Ensure that stakeholders receive meeting materials with ample time positioning them for successful participation
Prepare timely minutes, meeting notes, and action-item summaries. Proactively track follow-up assignments for appropriate delivery of items
Prepare and process meeting related documentation, including requisitions, reimbursements, business meal forms, and other inter-office documents. Ensure compliance with CSUCO Hospitality policies and procedures
Assist with general SEMSS projects and initiatives, as requested by the DVC
May serve on special projects, committees, or act as department representative as needed
Perform other duties as assigned in support of CSU and SEMSS mission and goals
Qualification
Required
A bachelor's degree from an accredited four-year college or university or equivalent combination of education and experience is required
A minimum of five years of progressively responsible administrative and professional support and project management experience for a high-level administrator
A minimum of two years' experience working with travel arrangements for senior leadership is required; and knowledge of CSU travel policies and procedures
Demonstrated exceptional organizational skills, with the ability to exercise sound independent judgement, discretion, and autonomy in managing highly sensitive and confidential information, is required
Demonstrated ability to manage highly confidential information with the utmost discretion, integrity, and professionalism, serving as a trusted partner to the DVC
Ability to work independently with authority to make decisions on complex administrative matters
Engages proactively to identify problems before they arise and proposes well-reasoned solutions. Ability to take initiative and use sound judgment in prioritizing work, completing tasks and solving problems
Strong writing and communication skills required to include proofreading and proper punctuation and grammar usage
Ability to organize, coordinate, plan and facilitate meetings and conferences that involve the efforts of senior leadership
Detail oriented and ability to handle multiple tasks simultaneously in a high-paced and pressured environment with frequently shifting priorities and minimal supervision. Must have tolerance for ambiguity
Demonstrated resilience, diplomacy, problem-solving, and conflict resolution skills in a variety of situations, including across departments and with external partners. Maintain effective and cooperative working relationships
Effective communication and listening skills, be able to work directly and interact professionally with a diverse group of individuals in a multicultural environment, including employees at all levels within the university system, Trustees, local and state agencies, students and CSU partners/stakeholders
Proficiency with MS Word, Excel, Outlook, Microsoft Teams, Zoom and other current software applications, and the ability to access and utilize the Internet is required
Preferred
Experience working with student affairs issues and projects within the California State University system or a higher education environment is highly preferred
Benefits
Outstanding vacation, health, and dental plans
Fee waiver education program
Membership in the California Public Employees Retirement System (PERS)
15 paid holidays a year
Comprehensive Health, Dental, and Vision Benefits
Generous vacation plan
Tuition waiver education program (also applies to eligible family members)
Company
California State University, Office of the Chancellor
The California State University is the largest system of four-year higher education in the country, with 23 campuses, 56,000 faculty and staff and 477,000 students.
501-1000 employees
Funding
Current Stage
Late StageLeadership Team
David Beaver
Chief Procurement Officer
Donald R. Mitchell
Leadership Coach (California Leadership Network/CA Academic Partnership Program)
Recent News
Sacramento Business Journal
2023-09-28
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