Assistant to the Director | Campus Safety and Mobility Office  

Summary of Responsibilities

Under the supervision of the Director of the Campus Safety and Mobility Office (CSMO), the Assistant to the Director oversees the Office's administrative and financial processes and general workflow. The position coordinates operational requirements with University units, offices, campus stakeholders, and external service providers, while monitoring the achievement of Office goals.

Main Duties and Responsibilities

Office Management and Coordination:

• Coordinates with University offices and external stakeholders to support CSMO mandates and operational requirements.
• Reviews documents submitted to the Director for completeness and adequate supporting information, provides recommendations when appropriate, and coordinates document controls, compliance requirements, permits, contracts, and archiving.
• Tracks the Director's meeting agreements, commitments, timelines, and deliverables.
• Manages daily office operations, including supplies, equipment, workspace requirements, records, reports, and the proper dissemination of internal communications.
• Responds to inquiries concerning campus safety, security, and mobility and refers matters to the appropriate section when necessary.
• Drafts reports, guidelines, announcements, templates, presentations, infographics, and information or education campaign materials.
• Serves as the Office's main liaison for HR-related concerns, including recruitment, performance management, training and development, compensation, and benefits.
• Coordinates staff formation programs and leads office planning, team-building, retreat, recollection, and recreation activities.
• Supervises assigned personnel by scheduling work, setting standards and targets, monitoring and evaluating performance, and identifying development opportunities.
• Recommends and implements improvements to office systems, processes, and workflow.

Financial Management:

• Manages and monitors the Office's budget, financial records, expenses, and transactions to ensure the proper use of funds.
• Compares actual expenditures against the approved budget, identifies variances, prepares reports, and recommends corrective action.
• Monitors payment documentation and reviews and endorses requests for payment, budget transfers, and other funding transactions.
• Coordinates the preparation of the annual budget proposal and cost forecasts for CSMO projects.

Campus Safety and Mobility Support:

• Coordinates logistical requirements for meetings, programs, and events.
• Monitors campus-wide events and informs the Director of relevant concerns.
• Processes drone registrations and applications for flying permits.
• Performs other related duties assigned by the immediate supervisor or an authorized representative.

Knowledge, Skills, and Abilities

• Knowledge of office administration, management principles, strategic planning, resource allocation, HR coordination, budgeting, and people supervision.
• Strong customer service, stakeholder and relationship management, coordination, written and verbal communication, and time-management skills.
• Ability to think critically, analyze and evaluate systems, manage competing priorities, improve processes, make sound recommendations, and guide or instruct others.
• Ability to motivate, develop, and direct employees while maintaining effective working relationships across all levels of the organization.

Education and Experience Requirements

• Bachelor’s degree
• With at least 5 years of relevant work experience
• With at least 1 years supervisory experience
• Experience working in an academic setting is an advantage