Job Details

Operations Manager (Administrator I)
Go to our website »

Position Number: 1631484
Location: Rohnert Park, CA
Position Type: Occupational and Environmental Safety

Operations Manager (Administrator I)
Sonoma State University

Job ID: 104919
Location: Sonoma State University (Rohnert Park, CA)
Full/Part Time: Full Time
Regular/Temporary: Regular

Department Name
Risk Management and Safety Services

Salary and Benefits
Starting salary placement depends on qualifications and experience and is anticipated to be in the range of $5,000 to $5,417 a month.

This position is eligible for a broad range of benefits, including medical, dental, vision, life and disability insurances, retirement (CalPERS), tuition waiver, vacation and sick leave. In addition, 14 paid holidays are offered each year; 13 scheduled on specific days and a Personal Holiday that may be taken any time during the year.

A comprehensive benefits summary for this position is available online by clicking the View Benefits Summary link or by request from SSU Human Resources.

Application Deadline
This position is open until filled. For full consideration, please submit application, along with cover letter and resume, by 8am on October 9th. Please refer to the Application Process section of this posting for additional details.

Conditions of Employment
This position is a member of the Management Personnel Plan and serves at the pleasure of the President.

Responsibilities
Sonoma State University is committed to achieving excellence through teaching, scholarship, learning and inclusion. In line with our Strategic Plan and our Seawolf Commitment, our values include diversity, sustainability, community engagement, respect, responsibility, excellence and integrity. We strive to cultivate a community in which a diverse population can learn and work in an atmosphere of civility and respect. We encourage innovation, experimentation and creativity, as well as contributions to equity and inclusion, in the pursuit of excellence for all members of our university community.

Risk Management & Safety Services devotes its department to the mission of Sonoma State University by ensuring the university is a safe place for students to learn and live, faculty to teach and profess, and staff and administrators to lead by example by collectively providing a safe atmosphere to thrive.

Reporting to the Senior Director for Risk Management/Safety Services (RMSS), the Operations Manager provides management and guidance within the office of Risk Management/Safety Services which includes supporting the Senior Director for Risk Management/Safety Services, Director of Environmental Health & Safety, Director of Emergency Services & Associate Risk Manager, and Associate Director for Parking and Risk Management Special Projects. The incumbent serves as the Records Access Officer to respond to requests for University records requested under the California Public Records Act. The incumbent directly handles administrative functions, including but not limited to interpreting, researching and updating policies and procedures; filing and records management; preparing correspondence on behalf of RMSS for a variety of issues including requests for public records, institutional response to subpoena's, legal files, audits and other general RMSS administrative operations. The incumbent proactively provides administrative support necessary for the RMSS management team by preparing complex reports, coordinating activities, and handling problems of a highly confidential and sensitive nature. This position routinely requires access to confidential information and is critical to the day-to-day operation. The incumbent works independently on complex problems and work assignments and is responsible for developing and implementing solutions that combine information and ideas from across the university community. Contacts involve interaction with individuals and organizations both inside and outside the university, specially relating to California Public Records Act Requests and McKee Act Requests.

The incumbent works closely with the Senior Director of Risk Management and Safety Services, CFO, Director of Environmental Health & Safety, Director of Emergency Services and Associate Risk Manager, Office of General Counsel and other designated legal counsel in the preparation of confidential materials on a wide range of matters, including general support to RMSS handling logistics, legal review of policies, public records requests, subpoenas, litigation holds, depositions, legal strategy meetings, settlements, collective bargaining, MPP personnel actions, and other related matters. The incumbent serves as a member of the interdisciplinary Risk Management/Safety Services team that is committed to performing a full range of activities designed to support and enhance the campus, and also serves as a member of the division's management team that is committed to shared governance, sustainability, diversity, participative management and the Seawolf Commitment.

Major duties of the position include, but are not limited to, the following in support of Risk Management/Safety Services:
- Independently review and respond to all campus Public Records Requests in accordance with internal policies and procedures made under the California Public Records Act, and McKee Act; confer with campus counsel, notify key campus stakeholders; work with various departments on campus to produce requested documents. Serve as the campus-wide lead for all PRA requests.
- Autonomously perform a variety of complex analytical tasks related to identifying the scope and appropriate legal response to PRA requests, ensuring confidentiality and compliance with applicable regulations and/or requirements.
- Under minimal supervision, research, identify, and review relevant records and documents that fit within the parameters of the request; review and analyze information to determine which records are exempt from disclosure.
- Collaborate with CSU Chancellor's Office General to ensure all PRA requests adhere to applicable legal requirements and standards.
- Independently respond to inquiries by providing information, troubleshooting, training, and resolution of PRA-related issues.
- Act as main resource to the campus for PRA issues.
- Respond to subpoena requests and issue legal holds as directed by the CSU Chancellor's Office General Counsel.
- Develop, maintain and effectively communicate operational procedures related to RMSS to all required parties.
- Partner with department managers to establish and maintain a proactive Enterprise Risk Management Program to minimize risk and potential liabilities in the campus.
- Coordinate requests with the University Police Department for requested records, use of force policy requests and video requests.
- Interpret and apply various laws, state and federal regulations.
- Interpret and apply CSU policies to ensure compliance.
- Work with the Senior Director of Risk Management and Safety Services to provide faculty and other campus community members with mitigating risks associated with student experiential learning opportunities (i.e. field trips, class activities, internships or off-campus placements, study abroad).
- In collaboration with the Director for Emergency Services in activities associated with the implementation of the campus Emergency Operations Plan, support campus emergency operations response, coordination of department preparedness activities, and support the readiness and preparedness of the Emergency Operations Center.
- Partner with the Associate Director for Parking and Risk Management Special Projects in the development and maintenance of the campus Business Continuity Program; review departmental plans; provide training; and conduct testing.
- Partner with Human Resources in the management of the DMV Employee Pull Notice Program to monitor employees and volunteers who drive on behalf of the university.
- Oversee all aspects of the department's budget, including monthly reconciliations, department billing, purchase orders, contracts, invoices, and payments for RMSS which includes, Risk Management, the Jeanne Clery Act, Business Continuity, Emergency Services and Environmental Health & Safety and Transportation and Parking.
- Compile departmental operational data to assist in preparing reports and analysis, provide progress information, identify adverse trends and recommend appropriate action plans.
- Determine fiscal requirements of the department, formulate budgetary requirements, monitor, verify, and reconcile expenditures of budget.
- Oversee Property Management activities related to RMSS.
- Process annual Risk Management Report for the university President.
- Provide excellent customer service and develop effective working relationships and communication with members of the campus community.
- Manage the department's websites.
- Oversee and process accident reporting to DGS and ORIM for RMSS.
- Oversee and coordinate audit inquiries, preparation and responses on behalf of RMSS.
- Provide staff support which includes working with departmental resources to coordinate and maintain the calendars; meeting logistics; handling internal communications, technology presentations and representing the RMSS office to the university and off-campus entities.
- Provide administrative support and agenda management for various committees reporting to the RMSS, and act as liaison with the committees. Review and apply relevant administrative policies and procedures, and interact with campus and community individuals. Attend meetings, prepare minutes, and maintain committee records.
- Maintain confidential filing system and handle confidential information.
- Oversee and process inquiries that require the interpretation of university and system wide policies and procedures, perform research and make recommendations on how an inquiry should be handled. Interact with faculty, staff, administrators, students and community individuals.
- Independently compile information, categorizing facts, and coordinating statistics as needed for reports, inquiries or special requests.
- Compile documents for distribution by formatting reports, graphs, tables, records and other sources of information.
- Participate in the planning and support of activities for RMSS and department meetings.
- Serve as a liaison with general counsel regarding follow up on public records responses, depositions, litigation holds, subpoena's and coordination with law enforcement professionals.
- Review department polices to ensure compliance and best practices.
- Maintain effective relationships with the Chancellor's Office and colleagues on other CSU campuses.

Performs other secondary duties as assigned.

Duties will primarily take place in an office setting, however additional duties may be performed in various locations on the Sonoma State University campus, including working both indoors and outdoors to support and participate in university activities and events. This position requires the ability to speak and hear, sit and/or stand for extended periods, and the ability to use and routinely work on a computer. As an exempt employee you have some flexibility in your schedule however must be available during the regular campus hours Monday through Friday to meet the operational needs of the campus and department. Your specific start time is determined by your Appropriate Administrator. The incumbent must maintain regular and acceptable attendance at such levels as is determined by the Appropriate Administrator. This position will require occasional travel, by automobile or airplane, and overnight stay to travel to trainings and meetings off campus.

Qualifications
This position requires a minimum of three years of experience in emergency preparedness, regulatory administration, project management, and/or other related field. Two years of progressively responsible and applicable project or department management and/or supervisory experience preferred. Bachelor's degree in a related field, or equivalent combination of education and experience to provide the required knowledge, skills and abilities to perform the duties of the position. Ability to research regulatory issues and provide concise analysis and recommendations to campus decision makers required. Customer service experience in higher education or public sector organizations preferred. Knowledge of record retention and information practices, policies, procedures, state and federal guidelines and privacy issues, e.g. California Public Records Act (CPRA), Freedom of Information Act (FOIA), and Information Practices Act (IPA) preferred. Working knowledge of records management principles, policies, and best practices pertaining to public records preferred. Knowledge and experience in the area of administrative support, direct knowledge of Sonoma State University, safety, budgeting and coordination with sensitive projects preferred. Experience working with insurance claims and/or emergency response, planning, and/or cost recovery highly preferred. Must be proficient in word processing and spreadsheet functions utilizing conventional programs (MS Word, Excel, and PowerPoint), and other software for personal productivity. Demonstrated ability to utilize technology for meetings and presentations required. PeopleSoft preferred.

In addition, this position requires the following:
The incumbent must be able to exercise initiative, independence and skill assembling, preparing and communicating information. The incumbent must possess or be able to rapidly attain a comprehensive knowledge of the operations and administrative activities of Sonoma State University and demonstrate a track record and understanding of administrative affairs within California public higher education with emphasis on risk management activities. The incumbent must have the ability to exercise extreme diplomacy and good judgment in responding to requests for information and/or interpretations of actions taken.

The incumbent must demonstrate integrity and sound judgment in performing duties; possess the ability to supervise the work of staff and recommend appropriate personnel actions; be able to apply strong problem solving and conflict resolution skills and train and evaluate performance, taking corrective action as needed; deal with stressful situations while maintaining composure; and contribute to a collaborative environment utilizing exemplary communication and problem solving skills as necessary. Must have strong organizational skills and the ability to manage multiple projects and competing priorities simultaneously, adjusting quickly to changes needed on a daily basis. Must have the ability to effectively communicate with all levels within the university and establish and maintain productive and effective, inclusive working relationships amongst diverse populations including staff, faculty, administration, students, and other internal and external constituents. Must be able to accept constructive feedback and work cooperatively in group situations.

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

Must have the ability to effectively communicate with all levels within the university and establish and maintain productive and effective, inclusive working relationships amongst diverse populations including staff, faculty, administration, students, and other internal and external constituents. Must be able to accept constructive feedback and work cooperatively in group situations. Must also possess the ability to operationalize sustainability concepts (economy, society, environment) into all aspects of performing job duties.

Qualification Note
Evidence of degree(s) or certificate(s) and/or license(s) required at time of hire.

Application Process
Click the "Apply Now" to apply to this position, materials submitted with your application will not be returned. For questions related to the application process, please reach out to Human Resources (hr@sonoma.edu | 707.664.3100).

Qualified candidates must submit the following to be considered:
1. Cover Letter and Resume - application system only allows one document to be uploaded, so cover letter and resume must be included in the same MS Word or PDF file (file name should not contain any spaces or special characters)

In your cover letter, please identify the two most important qualities you would bring to support you in this role.

2. Online Employment Application (complete entire application, resume/cover letter will not substitute for any part of the application)

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current employees who apply for this position.

The ADA Coordinator is available at 707.664.2664, to assist individuals with disabilities in need of accommodation during the hiring process.

Other Information
Equal Employment Opportunity: The University 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.

Mandated Reporting: This position may be 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.

About Sonoma State University
Sonoma State University, located 48 miles north of San Francisco, is one of the 23 campuses of the California State University. Sonoma State University is a liberal arts institution with an enrollment of approximately 10,000 students and 530 full-time and part-time faculty. Our beautiful campus is located in Rohnert Park, at the foot of the Sonoma hills in the Wine Country.

Sonoma State University is proud to be a smoke-free campus, where smoking and other uses of tobacco products, such as smokeless tobacco, the use of e-cigarettes and similar devices, are prohibited.

Sonoma State University's Jeanne Clery Act Annual Security Report is available at http://www.sonoma.edu/ps/about/jeanneclery.html; Annual Campus Housing Fire Safety Report is available at http://www.sonoma.edu/housing/general-info/emergency-prep/fire-safety.html.

Contact Information
Sonoma State University
Human Resources
Main (707) 664-3100
Fax (707) 664-3196
1801 East Cotati Avenue
Rohnert Park, CA 94928
hr@sonoma.edu