Assistant Director, Division Operations in City of Westminster

Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. We are currently seeking experienced candidates for the position of Assistant Director, Division Operations. The CSU Chancellor's Office, located on the waterfront adjacent to the Aquarium of the Pacific in downtown Long Beach, is the headquarters for the nation's largest and most diverse system of higher education. The CSU Chancellor's Office offers a premium benefit package that includes outstanding vacation, health, and dental plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 15 paid holidays a year.

Salary

The anticipated salary hiring range is up to$125,000per year, commensurate with qualifications and experience.

Work Arrangements

Flexibility to telecommute two days a week, with three days on-site at the main headquarters in Long Beach, California.

Premium Benefits

• Comprehensive Health, Dental, and Vision Benefits
• Generous vacation plan
• 15 paid holidays a year
• Tuition waiver education program (also applies to eligible family members)
• Membership in the California Public Employees Retirement System (PERS)
• More details here: Comprehensive Benefits Package

Classification

Administrator II

Position Information

The California State University, Office of the Chancellor, is seeking an Assistant Director, Division Operations to serve as the operational leader for the Office of the Vice Chancellor, ERC (External Relations & Communications). This position is responsible for directing the day-to-day operations of the Vice Chancellor's Office, ensuring the effective execution of divisional priorities through oversight of executive office operations, Board of Trustees administration, Public Records Act coordination, systemwide facility and academic naming requests, executive meetings, division events and operational initiatives.

The Assistant Director serves as the principal operational liaison among the Vice Chancellor's Office, Chancellor's Office divisions, Executive Office, the Board of Trustees Office, CSU campuses and external stakeholders. In partnership with the Chief of Staff, the incumbent strategically manages the Vice Chancellor's executive calendar and travel, ensuring executive time is aligned with divisional priorities and that the Vice Chancellor is fully prepared for Board of Trustees meetings, legislative activities, donor engagement, executive leadership meetings and other high-profile commitments.

This position exercises considerable independent judgment in establishing priorities, directing multiple concurrent operational initiatives, resolving complex administrative issues, coordinating across organizational units, and ensuring timely completion of executive office priorities. Work is performed with minimal direction and requires broad knowledge of Chancellor's Office operations, Board governance processes and executive office administration. This position handles confidential employee information that contributes significantly to the development of executive decisions related to collective bargaining, financial management, budget, executive policy decisions, and statewide and federal legislative policy recommendations.

The Assistant Director serves as the Chief of Staff's principal operational partner and provides leadership and continuity for the Office of the Vice Chancellor in the Chief of Staff's absence, ensuring uninterrupted execution of executive office operations and divisional priorities.

Responsibilities

• Direct day-to-day operational activities of the Vice Chancellor's Office, including executive office procedures, workflow management, approval processes, action-item tracking, records management, and operational improvements.
• Partner with the Chief of Staff to coordinate executive and divisional priorities, monitor progress on division initiatives as well as divisional responsibilities with CSU Forward, ensure operational readiness for executive engagements, and facilitate implementation of divisional priorities.
• Serve as the operational lead for management of the Vice Chancellor's executive calendar and divisional leadership meetings in partnership with the Chief of Staff. Evaluate competing priorities, recommend scheduling decisions, coordinate complex executive engagements, anticipate conflicts, and ensure alignment of executive time with divisional priorities.
• Direct all aspects of executive travel planning and execution, coordinating complex itineraries involving Board of Trustees meetings, campuses, donors, elected officials, and executive leadership while ensuring compliance with CSU travel policies.
• Coordinate division space planning activities, including office moves, workspace assignments, furniture requests, and office reconfigurations in collaboration with Facilities Planning and Chancellor's Office departments to support changing organizational needs.
• Lead operational planning and coordination for the Committee on Government Relations and Committee on Institutional Advancement; serve as the primary liaison with the Office of the Board of Trustees regarding committee materials, presentation schedules, agenda development, logistics, and meeting preparation; coordinate production, quality control, and timely submission of Board materials.
• Manage the Board of Trustees facility and academic naming process on behalf of the Division, serving as the primary liaison with campuses, donors, the Office of the Board of Trustees, and Facilities Planning; coordinate approvals, documentation and maintenance of the permanent record.
• Manage Public Records Act requests for the Division by coordinating with the Office of General Counsel, Chancellor's Office divisions, and CSU campuses to collect responsive records, monitor deadlines and ensure timely completion of requests.
• Lead strategic planning and execution of Vice Presidents for Advancement meetings, division and leadership retreats, division leadership meetings, and other systemwide events by coordinating agendas, logistics, presenters, materials, communications and follow-up activities.
• Serve as back-up to the Chief of Staff by providing leadership and continuity for the Office of the Vice Chancellor in the Chief of Staff's absence, ensuring uninterrupted execution of executive office operations and divisional priorities.
• Coordinate operational aspects of senior-level recruitments, serving as the primary liaison with Human Resources, search committees and candidates while ensuring compliance with Chancellor's Office policies and procedures.
• Conduct research, prepare and proofread high-level briefing materials and correspondence for the VC.
• Prepare or edit high-level written communications, coded memoranda, memos, letters, presentations, spreadsheets and reports, many of a highly sensitive and confidential nature.
• Handle and maintain electronic and paper files for the VC, many of which are highly sensitive and confidential in nature; maintain confidentiality when supporting the VC with any sensitive materials, such as collective bargaining documents.
• Maintain confidentiality and privacy in all dealings related to collective bargaining strategy or activities; such information would include, but is not limited to, information used in collective bargaining and other related activities; and information contained in case files for PERB unfair labor practice cases, and/or information with contract grievance arbitration cases.
• Perform other duties as assigned.

Qualifications

• A bachelor’s degree in a related area and a minimum of seven years of progressively responsible experience in executive operations, organizational administration, project management or executive- level administrative support in a large complex work environment OR equivalent combination of education and experience which demonstrates that the applicant has acquired the knowledge and abilities listed is required.
• Demonstrated experience working directly with senior executives, governing board members, elected officials, major donors, campus leadership, or other high-profile internal and external stakeholders requiring exceptional professionalism, diplomacy, discretion and executive presence.
• Demonstrated experience leading complex operational initiatives.
• Experience staffing or supporting a governing board or executive-level committee, including coordinating meeting logistics, preparing agendas and supporting materials, producing accurate meeting minutes, managing presentation materials, and ensuring the timely and accurate execution of all Board-related activities.
• Experience managing executive office operations.
• Knowledge of project management principles and organizational effectiveness.
• Demonstrated ability to interpret and implement organizational policies and procedures.
• Experience exercising independent judgment on matters affecting executive priorities.
• Excellent proofreading skills and ability to develop and use techniques to ensure the consistency and accuracy of information.
• Ability to track assigned tasks/projects, communicate and coordinate with involved individuals, and ensure follow-through and completion of task/project; this process requires identifying and resolving barriers, and notifying management when task/project may be stalled and making recommendations to move task/project forward.
• Demonstrated experience handling highly confidential and sensitive matters.
• Demonstrated ability to take initiative and use sound judgment in completing tasks.
• Ability to work collaboratively with others.
• Superior organization, administrative and analytical skills.
• Effective interpersonal, written and oral communication skills.
• Thorough knowledge of modern office practices and procedures.
• Demonstrated ability to complete multiple projects/tasks simultaneously with competing deadlines, and to set and manage timelines and priorities.
• Ability to interact professionally with a wide range of individuals from the chancellor's office, campuses, governing board and external parties.
• Demonstrated ability to plan, schedule and coordinate office activities, complex calendars and meeting and conference schedules.
• Demonstrated ability to prepare reports, letters and appropriate correspondence.
• Possess strong organizational skills with impeccable attention to detail.
• Proficiency with Microsoft Office programs, especially Word, Excel and Outlook.

Preferred Qualifications

• Prior experience working in a higher education environment and knowledge of higher education operations is preferred.
• Proficiency with Adobe Acrobat preferred.

Application Period

Priority consideration will be given to candidates who apply by August 20, 2026. Applications will be accepted until the job posting is removed.

Equal Employment Opportunity

Consistent with California law and federal civil rights laws, the CSU provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager at (562) 951-4070.

Title IX

Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at: https://www2.calstate.edu/titleix

E-Verify

This position requires new hire employment verification to be processed through the E-Verify program administered by the Department of Homeland Security, U.S. Citizenship and Immigration Services (DHSUSCIS) in partnership with the Social Security Administration (SSA).

If hired, you will be required to furnish proof that you are legally authorized to work in the United States. The CSU Chancellor’s Office is not a sponsoring agency for staff and Management positions (i.e., H1-B VISAS).

COVID19 Vaccination Policy

Per the CSU COVID-19 Vaccination Policy, it is strongly recommended that all Chancellor’s Office employees who are accessing office and campus facilities 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.

Mandated Reporter Per CANRA

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.

Conflict of Interest

The duties of this position will include participation in decisions that may have a material financial benefit to the incumbent. Therefore, the selected candidate will be required to file Conflict of Interest Form 700: Statement of Economic Interest when they first occupy the position, and on an annual basis, complete ethics training within 6 months of appointment, and attend this training every other year thereafter.

CSU Out of State Employment Policy

California State University, Office of the Chancellor, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California. As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

Background

The Chancellor's Office policy requires that the selected candidate successfully complete a full background check (including a criminal records check) prior to assuming this position.

Learn more about working at the California State University and the impact of our mission.