Assistant to the Associate Vice President (ASC II)/ University Development Salary $37,380.00 - $65,700.00 Annually Location San Bernardino, CA Job Type Full-Time Division University Advancement Job Number 2018-00728 Closing Continuous * Description * Benefits * Questions Overview Status: Full-time, Non-Exempt, Probationary position (with the possibility of converting to permanent). Work Schedule: Monday - Friday, 8:00am - 5:00pm First Review Deadline: This position will remain open until filled. Applications will be reviewed beginning October 9, 2018. Current employees will be given preferred consideration. Typical Activities Provide advanced and complex high-level administrative support to the Associate Vice President for University Development with the primary purpose to support the office in advancing the University's fundraising program. This position reports to the AVP for Development and acts as the liaison between the AVP and the entire development staff, as well as a large variety of constituencies on and off campus including but not limited to donors, volunteers, faculty, staff, VPUA office, VP offices, the President's Office, Deans offices, division-wide colleagues (Alumni Relations, Strategic Communications).. This position, often a first point of contact to external audiences, and a central resource for internal/on-campus stakeholders regularly requires the ability to exercise independent judgment and a comprehensive knowledge of CSUSB, its programs, and the strategic development plan. This position handles and is involved in many sensitive and confidential issues, and is responsible for fostering positive relationships both internal and external to the campus-wide community and managing multiple projects with firm schedules. The Assistant to the AVP (ASC II) is responsible for effectively managing and scheduling the AVP's time to ensure maintenance of an extensive standing meeting schedule with Deans, VPUA, development directors and other staff direct reports. The position is also responsible for developing a work plan for completing all work and for reporting on progress to the AVP. Responsible for a complete range of administrative support for the AVP including writing correspondence such as donor thank you letters and preparing for mail, coordinating meetings and related logistics, procuring supplies and materials, making travel arrangements, processing student time sheets, developing accurate invitation lists, and providing support for special events and programs. Advise AVP of potential problems and/or concerns in office operations and budgetary matters. Prepare AVP for meetings with deans, management, staff and donors. Coordinate development and prospect management meetings; prepare meeting packets, take notes, follow up on action items. Handle the recruitment and daily workflow of student workers in the AVP development office. Coordinates all staff meetings, minutes and post meeting follow-up. Typical Activities: * Develop and sustain on a daily basis a comprehensive project management system to track projects, events, publications production and reporting requirements from start to finish to ensure timely progression and completion of projects. Take initiative to prompt and follow up with staff on start and due dates for all projects and reports. Initiate due diligence in ensuring deadlines are met. * Develop, implement and maintain office systems and procedures, such as inventory management and hard and electronic filing systems, using technology to bring high efficiency and organization to office operations. * Apprise the AVP and staff about daily priorities and independently respond to inquiries from the internal and external community, including donors, alumni, faculty and staff, students, administrators, legislators, and Chancellor's Office staff. * Works closely with new Development team hires to ensure they transition well to the campus process paperwork for campus email, CoyoteOne card, request security training through Information Security Office, prepare Computerized Information Access form for incumbent's access to necessary data systems * Prepare meeting documents agendas, meeting and event briefings, presidential briefings, minutes, reports for monthly/bi-monthly meetings. Compare submitted reports to database reports and notify AVP of anomalies. * May provide clerical support for university wide DOD, corporate and foundation relations program, planned giving and central development department. * Assist with event and meeting logistics, invitations, and RSVPs. Attend special events and assist with event needs as appropriate. * Coordinate mailings on behalf of the development office. Submit data requests and process data and documentation for donor gifts. Office Budgetary Duties: * Develops and maintains tracking for development budget; reconciles accounts by using PeopleSoft Financial System; maintains communication with Division Senior Budget on a monthly basis to monitor division budget; reconcile and monitor funding allocations and financial transactions, apprising the Associate Vice President and development directors of balances and any unusual patterns. * Reminds staff and administrators of year-end deadlines, ensures deadlines are met and all items are processed before year-end. Reviews invoices from vendors to ensure they accurately reflect services provided; processes invoices for timely payment. * Interpret and apply State and Foundation accounting procedures and policies to ensure compliance with travel and disbursement guidelines * Anticipate system-wide budget requirements, such as the Advancement Expenditures Reporting and annual audits, and ensure all reporting requirements are met in an accurate and timely manner. * Purchase large/small equipment for the office. Monitor license renewals to ensure funds are appropriately projected for this purpose * Submit reimbursement requests for state and foundation accounts, processes mileage/travel claims, hospitality reimbursements; * May oversee projects assigned to student assistants by management personnel to ensure effective and timely deliverables. Donor/Community Relations * Communicates with potential donors on giving to CSUSB * Coordinate thank you letter stewardship for gifts of $1,000+. Draft and prepare thank you letters on behalf of the AVP to donors. Research donor history to ensure language in the thank you letter best reflects relationship between the donor and the university. Ensure thank-you letters are sent within 72 hours of gift receipt. May coordinate flow of information on gifts of $25,000 or more to the President's Office. * Submit and track award nominations for community awards. Minimum Qualifications Entry to this classification requires a fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Some positions may require a knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite. PREFERRED QUALIFICATIONS: * Bachelor's degree or some college * Experience in administrative operations in a high-paced, multi-faceted department * Must be a highly motivated and organized individual who is able to work effectively with minimal supervision * Excellent verbal and written communication skills * Ability to maintain a professional demeanor in a fast-paced environment, easily handling and overcoming scheduling demands/conflicts and multiple simultaneous requests * Development office experience in a non-profit of higher education environment Supplemental Information A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position. 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. California State University, San Bernardino is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status. This position may be "Designated" under California State University's Conflict of Interest Code. This would require the filing of a Statement of Economic Interest on an annual basis and the completion of training within 6 months of assuming office and every 2 years thereafter. Visit the Human Resources Conflict of Interest webpage link for additional information: http://hrd.csusb.edu/conflictInterest.html This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) You have medical, dental and vision plans from which to choose coverage. You may cover yourself and your eligible spouse or domestic partner and children. You are eligible to enroll in coverage if you are appointed at least half-time and for more than six months. If you enroll on a timely basis, coverage begins on the first of the month after your date of hire. You also may enroll during any annual open enrollment period. HEALTH CARE Medical Benefits - You have a choice of several Health Maintenance Organizations (HMOs), depending on location, or Preferred Plan Provider (PPO) insurance plans through the California Public Employees' Retirement System (CalPERS)). You and the CSU share the cost of coverage, with the CSU paying the greater portion of the monthly premium. You may pay your portion of the cost on a pre-tax basis through the Tax Advantage Premium Plan (TAPP). Dental Benefits You may choose between two dental plans: a traditional indemnity (fee-for-service) plan allowing you to see almost any dental provider, or a "dental HMO" plan offering a network of dentists from which to choose. Currently, the CSU pays the full dental premium for you and your eligible dependents. Vision Benefits Vision coverage includes an annual eye exam, and glasses or contact lenses every other year. Currently, the CSU pays the full vision premium for you and your eligible dependents. Cobra Benefits If you lose your eligibility for medical, dental, and vision benefits under specified circumstances (for example, you leave employment with the CSU), the Consolidated Omnibus Budget Reconciliation Act of 1986 (COBRA) and the Omnibus Budget Reconciliation Act of 1989 (OBRA) allows you to continue to receive health care coverage at your expense. You and your dependents can receive COBRA benefits for up to 18, 29 or 36 months, depending on the circumstances. FLEXIBLE BENEFITS PLANS FlexCash If you waive the CSU medical and/or dental coverage because you have other non-CSU coverage, you can receive additional cash in your paycheck each month. You will be taxed on this additional income. Currently, you can receive $128 FlexCash per month if you waive medical coverage and $12 FlexCash per month if you waive dental coverage. SURVIVOR PROTECTION BENEFITS Life and Accidental, Death & Dismemberment (AD&D) Insurance The CSU provides you with $10,000 of basic term life insurance coverage and $10,000 of basic accidental death and dismemberment (AD&D) insurance coverage. The CSU pays the full cost of this coverage. Coverage is automatic and effective on the first of the month after your date of hire. ADDITIONAL CSU BENEFITS CSU Fee Waiver Program If you are a full-time employee, you are eligible each term to waive certain fees at a CSU campus for a maximum of two courses or six units, whichever is greater. You may transfer your fee waiver benefit to your spouse, domestic partner, or dependent child (up to age 25); however, not all of the fees may be waived or reduced for your dependents. RETIREMENT PLANS CalPERS Retirement Plan The California Public Employees Retirement System is a defined benefit retirement plan that provides lifetime benefits based on members' years of service, age, and final compensation. Full-time employees appointed for at least six months, or part-time employees working at least half-time and appointed for at least one year, are automatically enrolled in the CalPERS Retirement Plan. Depending on hire and/or membership date, employees are placed in one of three retirement formulas. Each formula determines the employee contribution rate, and the benefit factor and final compensation period used to calculate retirement allowance. Retirement Plans Employee Contribution 2% @ 55. 2% @ 60. 5% less a $513 exclusion. 2% @ 62 (there is not an exclusion) is 6.75% for contribution. Pre-Tax Savings Plans As a CSU employee, you have three voluntary retirement savings plans available to you, which allow you to invest pre-tax dollars to supplement your CalPERS Retirement Plan benefit. They are: * The CSU 403(b) Tax Sheltered Annuity (TSA) Plan * The Savings Plus 401(k) Thrift Plan * The Savings Plus 457 Deferred Compensation Plan You may participate in any or all of the plans. Each is governed by a different section of the IRS Code resulting in different rules and provisions. TIME-OFF BENEFITS - (Paid Leave) Holidays The CSU offers employees 14 paid holidays each year; 13 scheduled on specific days and one you may take any time during the year. Vacation Depending upon your years of service, you earn vacation monthly as follows: 5/6 day up to three years; 1 1/4 days up to six years; 1 5/12 days up to 10 years; 1 7/12 days up to 15 years; 1 3/4 days up to 20 years; 1 11/12 days up to 25 years; and two days per month thereafter. If you have less than 10 years of service with the CSU, you can accrue up to a maximum of 272 hours (34 days); if you have more than 10 years, the maximum is 384 hours (48 days). Part-time employees accrue vacation on a prorated basis. Sick Leave For each month of continuous service, you accumulate eight hours of credit for sick leave with pay. Part-time employees accrue sick leave on a prorated basis. Maternity/Paternity/Adoption Leave You are eligible for up to 30 workdays per calendar year starting within sixty (60) days of the arrival of your new child, due to birth, adoption, or foster care assignment. 01