Executive Administrative Assistant (Confidential Administrative Support II)/CEGE - Dean's Office California State University, San Bernardino
Overview Employment Status: Full-time, Temporary, Exempt position (with the possibility of converting to probationary).
Work Schedule: Typically, Monday- Friday 8:00 a.m. - 5:00 p.m.
First Review Deadline: This position will remain open until filled. Applications will be reviewed beginning February 13, 2020.
The Position: Under the general supervision of the AVP for International Education and Dean of the College of Extended and Global Education (CEGE), the incumbent will provide high-level senior administrative support to the Dean's Office by preparing statistical and other reports, handling information requests, and performing senior-level clerical functions such as preparing correspondence, receiving executive visitors, arranging conference calls, providing leadership to lower level administrative staff and scheduling highly confidential executive meetings. The incumbent will monitor the progress of projects and assignments, including research and preparation of responses, and will ensure the accuracy and timely submittal of all projects. The University: CSUSB is a preeminent center of intellectual and cultural activity in Inland Southern California. Set at the foothills of the beautiful San Bernardino Mountains, the university serves more than 20,000 students each year and graduates about 4,000 students annually. CSUSB reflects the dynamic diversity of the region and has the most diverse student population of any university in the Inland Empire, and it has the second highest African American and Hispanic enrollments of all public universities in California. Seventy percent of those who graduate are the first in their families to do so. For more information on the campus, please visit the CSUSB website.
The successful candidate must be proactive, possessing the ability to anticipate the needs of the AVP/Dean and Directors. The position requires a highly qualified individual that possesses the skills, knowledge, capabilities and also demonstrates the demeanor and tact of a highly professional Executive Assistant. Incumbent must have a true commitment to the advancement of diversity, inclusion and equity and must demonstrate the desire to work with diverse groups of individuals across the university community. Interpersonal contacts are varied, often at a higher level, and tend to involve a broad range of problem-solving activities and recommending resourceful solutions. Typical duties include, but are not limited to:
Advising on policy and procedures related to administrative, personnel, and related operational functions to meet college's needs and goals;
Creates records and generates minutes for various highly confidential meetings and projects; participates in the process of improving the operations systems;
Exercises discretion and independent judgment in matters of importance and ensures the general operations of the Dean's Office are functioning to maximum capacity and high level of confidentiality;
Provides leadership and on-site supervision for assigned administrative assistant positions such as designing, implementing, and evaluating administrative systems to support the organization's operations;
Responsible for the organization and coordination of office operations, procedures, and resources to facilitate effectiveness and efficiency for the College of Extended and Global Education;
Day-to-day management of the AVP/Dean's meeting schedule and liaison with the ability to make executive decisions on the importance of calendaring and time-sensitive matters;
Maintaining interaction with external constituents, which requires knowledge of protocol issues related to internal and external stakeholders;
Performing clerical functions such as composing correspondence; organizing and maintaining the AVP/Dean's filing system, screening calls with professionalism and diplomacy;
Evaluating, revising and developing drafts of policies and procedures, as needed;
Maintaining meeting minutes; creating agenda for regular meetings; coordinating and obtain materials for meetings to include updates, reports, and sub-area reports; provide meeting materials to members prior to the meeting;
Editing and proofreading confidential plans and staff correspondence;
Planning, developing and coordinating multiple projects simultaneously;
Providing direct support for the leadership team as required;
Maintaining all highly confidential HR records, including, vendor contracts, performance evaluations, training records;
Assisting the AVP/Dean in the preparation of information for presentations, reports, media, and speeches;
Updating the AVP/Dean on key organizational issues and concerns when out of the office;
Coordinating travel arrangements, assisting with changes during travel and process expense reports;
Preparing hiring via NEOGOV and assisting with recruitment, scheduling/ coordination as necessary;
Communicating well with all levels of internal management and staff regarding strategic plans;
Developing, implementing and providing support to special projects;
Responsible for coordinating audits performed by the Chancellor's office or other agencies, and annual audits to include preparing responses multiple questionnaires;
Organizing documentation for review by auditors; respond to written inquiries from auditors; meet with auditors as requested, and provide responses to audit findings;
Serves as primary contact with CSUSB Extended Education and International Programs;
Develops/ensures presentations to include general preparation, identifying resources, and collateral and presentation materials, equipment needs, producing scripts and speeches and reviewing PowerPoint slides;
Training lower-level administrative staff; May supervise at least one (1) staff member and will administer performance evaluations for those under the incumbent's supervision;
Other duties as assigned.
Knowledge, Skills & Abilities:
Demonstrated ability to manage confidential information; exercise good judgment and take initiative as needed; possess excellent organizational and time management skills.
Demonstrated ability to prioritize issues and initiatives.
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail, including excellent written and verbal skills, able to create draft communications for executive review and approval; ability to write memos and letters, and prepare reports and information for distribution.
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
Expert level written and verbal communication skills.
Emotional maturity and demonstrated proactive approaches to problem-solving with strong decision-making capability.
Team player, with the ability to also be extremely effective independently; able to handle a variety of personalities with multiple demands with constantly changing priorities and schedules in a high-pressure, dynamic work environment.
Advanced computer-based skills to maintain records, set up filing systems or digitally manage daily operations for conducting market research for statistical reports.
Minimum Qualifications Education and Experience:
A Bachelor's degree, or equivalent AND five (5) years of experience in general office administrative/clerical work is required.
Master's degree preferred.
At least three (3) years experience in executive-level support with a high degree of supervisory skills.
At least three (3) years experience in a higher education institution or public agency, preferably in a unionized environment, is highly desirable.
This position may occasionally drive a personal or campus vehicle. A valid and appropriate California driver's license and an acceptable driving record are required.
Knowledge, Abilities, and Skills:
Knowledge of office methods, procedures and practices, and a thorough mastery of English, grammar, spelling, and punctuation.
Comprehensive knowledge of applicable University infrastructure, policies and procedures is required.
Have the ability to supervise and evaluate employees and student personnel Experience in administrative operations in a high-paced, multi-faceted department.
Active problem-solving skills are required along with effective and sensitive interpersonal skills. Expertise in using standard office software such as MS Office package (Word, Excel, PowerPoint, Outlook) is required.
Must be a highly motivated and organized individual who is able to work effectively with minimal supervision.
The ability to format, prepare and present reports is required.
The ability to interpret independently, and apply a variety of complex policies and procedures is required along with the ability to identify deviations from applicable policies.
The ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions is required.
The ability to identify and troubleshoot office administration problems, recognize and advocate for solutions that yield programmatic progress and improvement, as well as respond to work area-related inquiries and requests is required.
The ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
The ability to perform business math, support the analysis of budgetary data, and make accurate projections requiring some inference is required.
The ability to work professionally, collaboratively, and collegially with a diverse group of people, clients, and co-workers, is required, as is the ability to use persuasion and negotiation to expedite projects and achieve results.
The ability to maintain a professional demeanor in a fast-paced environment, easy handling and overcoming scheduling demands/conflicts and multiple simultaneous requests.
Other duties as assigned.
Applicant Testing Notification:
Applicants selected to interview may be required to complete a skills assessment test and writing sample.
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)
California State University, San Bernardino offers a challenging and innovative academic environment. The university seeks to provide a supportive and welcoming social and physical setting where students, faculty and staff feel they belong and can excel. The university provides students the opportunity to engage in the life of the campus, interact with others of diverse backgrounds and cultures, as well as participate in activities that encourage growth, curiosity and scholarly fulfillment. Through its branch campus in Palm Desert, the university mission extends to the Coachella Valley.