Classification:  Administrator II
Hours:  Full-time / 40 hours per week 
FLSA:  Exempt

Anticipated Hiring Salary Range:  $9,785 - $10,274* mo.
CSU Salary Schedule
*CSUMB provides pay scales representing its good faith estimate of what the university reasonably expects to pay for this position. The pay offered to a selected candidate will be determined on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, and CSU systemwide pay for comparable jobs.

Priority Screening Date: January 5, 2025
Recruitment Status:  Open Until Filled - Internal Only Recruitment

ABOUT CSUMB

California State University, Monterey Bay is a mid-sized university in California’s Central Coast that grants undergraduate and graduate degrees. Powered by an inspiring Founding Vision Statement, CSUMB is part of the nation’s largest four-year public university system, California State University, which educates nearly 460,000 students every year. 

With a vibrant, diverse student body of over 7,000 students, CSU Monterey Bay is both a Minority Serving Institution and a Hispanic Serving Institution. Our staff and faculty transform students’ lives with a focus on student success and engagement through experiential learning, service learning, and a strong emphasis on multicultural and global perspectives. CSUMB’s sustainability goal is to be carbon neutral by 2030. 

The university’s Strategic Plan prioritizes inclusive excellence through recruiting and investing in developing a diverse body of faculty, staff and administrators. Many appreciate living and working close to the shores of beautiful Monterey Bay, with easy access to recreational areas from Big Sur to Santa Cruz. Nearby opportunities for collaborative research include working in the Monterey Bay National Marine Sanctuary and Silicon Valley, and with colleagues at local research universities, including UC Santa Cruz and Stanford University.

As one of the 23 campuses in the CSU system, CSUMB offers excellent benefits, including access to below-market-rate rental housing on East Campus, and competitive salaries for faculty and staff. With proximity to the San Francisco Bay Area and San Jose, opportunities for faculty, staff and students are as endless as the shores of the nearby Pacific Ocean.

PURPOSE:

Under the general supervision of the Director of Facilities Services and Operations, the Associate Director of Logistical Services & Operations provides general supervision and management of the Shipping and Receiving, Moving Services, Material Control Center, and Mail and Delivery Services operational teams. This position is responsible for all aspects of planning and execution of logistical support and setup for numerous University events, including commencements, luncheons, receptions, and other events that promote ongoing relationships with students, alumni, faculty, staff, and donors. Additionally, this position also ensures that assigned employees accurately collects, sorts, and distributes campus mail and packaged materials in accordance with U.S. Postal Service regulations and procedures. Leading and developing staff is an important aspect of this position through the use of effective coaching, performance measurement and mentoring.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

1. Supervision, Leadership and Coordination of Work: Schedules, coordinates, supervises and works with one or more groups or crews. Provides instruction and training direction to staff. In conjunction with the Director, establishes expectations, goals, and objectives for direct reports; evaluates employee performance, and develops staff through supervision and mentoring of staff. Cooperates with other Directors, Associate Directors, Managers, as well as, Leads/Supervisors in Campus Planning and Development and Facilities Services and Operations, sharing assigned resources to maximize overall departmental capabilities and productivity.
2. Interfaces with internal and external customers relative to pending work requests to clarify scope and schedule.  Uses sound judgment in prioritizing work, seeks management guidance on questionable or particularly challenging requests. Communicates with customers by making personal visits, telephone and e-mail. Assists in management of staff responsible for set-up of events, special arrangements for conferences, special bookings, or academic programs.
3. Manage the daily operations of and provides day-to-day supervision of the assigned teams: Shipping and Receiving, Moving Services, Material Control Center, and Mail and Delivery Services. Plans specific work assignments, and ensures that all aspects of the assignments are supported, including work schedules, equipment, supplies and materials to operate in the most efficient and effective manner. Reviews workload levels and provides coordination effectiveness between project manager, administrative services, and the logistical services team, ensuring timely task/project completion, achievement of preventive maintenance goals, and delivery of quality services. Supervises personnel in all areas, and ensure they are performing their duties as outlined in the Job Description.
4. Assists in managing the financial resources allocated to the Facilities Logistical Services team.  Assists the Director with multi-year operating budget planning and strategic planning process, including the development and implementation of short and long-term goals and objectives.
5. Develops and implements safety programs and provides necessary training to ensure that employees are performing their duties in a safe manner.  Ensures that all work is performed in accordance with established safety procedures.  Reports, tracks and maintains accident reports; makes/implements recommendations for accident prevention.
6. Oversight of inventory processes related to the Facilities operation. Ensures procurement processes for department are efficient and completed in a timely fashion, as well as, adhere to University and departmental policies and procedures. Assists with planning and organizing of procurement, receiving, stocking, and transactions on Limble to achieve objectives for departmental operations.

Other Functions:

1. Perform other job-related duties and special projects as assigned.
2. Attend weekly meetings with the campus Conference & Events Coordinators to review all upcoming events and requirements to coordinate services (e.g., Moves and Set-Ups).
3. Provide backup work direction, leadership and management of other Facilities Maintenance and Operations Team, as needed.

 KNOWLEDGE, SKILLS AND ABILITIES:

Thorough Knowledge of:  Have knowledge of management and administrative practices related to supervision of a large work force; Working knowledge of facilities management software systems; Understanding record-keeping, tracking, labeling and storage, warehousing, stocking and distribution of materials and supplies. Demonstrated experience and effective supervisory and leadership skills in directing and managing a diverse workforce involved in the delivery of business services (e.g. mail distribution, shipping and receiving, material management, etc.). Understand inventory processes related to thorough and accurate accounting of time and materials. Experience in management of event set-ups, and/or special arrangements for conferences, special bookings, or programs.

Skills: Strong interpersonal and customer service skills. Excellent computer skills to include, but not limited to, Microsoft Excel, Microsoft Word, and Outlook to communicate and complete work assignments. Demonstrate drive and initiative, be self-confident, and able to work with minimum supervision. The ideal candidate in this role should have a positive attitude, an active, energetic mind, and a leadership style that is characterized by highly ethical practices and a commitment to diversity, openness, flexibility, integrity, and kindness.

Ability to: Independently administer and manage the activities of personnel related to the Shipping and Receiving, Material Control Center, and Campus Mail Center operational teams. Supervise personnel, conduct performance evaluations, complete inspects completed work, and makes recommendations for counseling or reprimand. Work with various constituencies to improve services and resolve problems; maintain continuing contact with faculty, staff, students, and campus administrators to identify needs and expectations, coordinates services and support, and determines the level of customer satisfaction with the services provided. Work well with and through other people to accomplish the objectives of the organization and its members and represents the department to all levels of the campus. Coordinate multiple tasks simultaneously in a fast-paced environment and the ability to prioritize workload. Understand priorities and provide follow-up on projects or tasks to ensure that all items are completed to the satisfaction of upper management; knowledge of public works practices and procedures with regard to coordinating contract work with the Procurement and Contracts Office as well as other applicable state and local agencies; have the ability to keep accurate records and prepare reports.

MINIMUM QUALIFICATIONS:

• Five years of experience in programs related to management or supervision of large teams, preferably in a college or university environment.
• Experience working in a collective bargaining environment at a college, university or similar institution.
• A strong customer service orientation and excellent project management skills.

PREFERRED QUALIFICATIONS:

• Extensive experience in the management or supervision of a large warehouse, shipping and receiving department, mail center, or similar environment; preferably in a college or university environment.
• Experience with work management database software, such as Limble.
• Experience working and able to communicate effectively with a diverse and multicultural population and performing community services.
• Ability to understand different perspectives while utilizing expert knowledge of technical operations of the job.
• Able to solve a problem in a collaborative team environment.

SPECIAL CONDITIONS OF EMPLOYMENT AND POSITION DESIGNATIONS:

• All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
• 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.
• The person holding this position will have a duty to report to the Campus Title IX Officer information pertaining to discrimination, harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking, and retaliation and is required to comply with the requirements set forth in CSU Executive Order EO 1095, EO 1096, and EO 1097 as a condition of employment.
• This position has been designated as a sensitive position with
  • responsibility for the care, safety and security of people (including children and minors), animals and CSU property
  • authority to commit financial resources of the university through contracts greater than $10,000
  • access to, or control over, cash, checks, credit cards, and/or credit card account
  • responsibility or access/possession of building master or sub-master keys for building access
  • access to controlled or hazardous substances
  • access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards, either through functional roles or system security access;
  • responsibility for operating commercial vehicles, machinery or equipment that could pose environmental hazards or cause injury, illness, or death
• This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.
• This position is designated as a Campus Security Authority (CSA) and will be required to participate in annual training and to immediately forward to the Clery Director all reports of crimes brought to their attention pursuant to the Clery Act and California State Education Code, Chapter 15.5, of the Donahue Higher Education Act, Section 67380
• Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University's liability coverage. 
• May require occasional evenings and/or weekend work.

PHYSICAL ENVIRONMENT:

Office environment with standard equipment and tasks. The position requires working at a computer and desk for extended periods of time.  May require travel between campus offices and off-campus locations. 

The health and safety of our students, faculty, and staff remain our highest priority. While on campus, students, faculty, staff, and the community will be expected to follow all campus safety mandates.  

BENEFITS/PERKS: 

This is a management-level position with an attractive benefits package, which includes: a vacation accrual rate of 16 hours per month; an excellent choice of medical, dental, and vision insurance; long-term disability coverage; life insurance; educational incentives; membership in the California Public Employees Retirement System (CalPERS); and 14 paid holidays a year. For further information, please visit Employee Benefits Summary. As a perk, the University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability; visit Schoonover Employee Housing for more information..

APPLICATION PROCEDURE:

For full consideration, applicants must complete the required online application prior to the priority screen date found at Careers at CSUMB. Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.

CSUMB is not a sponsoring agency for staff or management positions.

Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting Human Resources at (831) 582-3389 or emailing humanresources@csumb.edu. All employees must be eligible for employment in the U.S.

GENERAL INFORMATION:

CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with federal crime awareness and campus security legislation, including the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics, you can view the notice of availability and access the Cal State University, Monterey Bay annual security and fire safety reports at https://csumb.edu/clery/asr-and-fsr-notices-availability/.

CSUMB is a smoke and tobacco-free campus.

EQUAL OPPORTUNITY EMPLOYER:

CSUMB is an Equal Opportunity employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.