Executive Administrative Assistant (Confidential Administrative Support II) / CEGE - Dean's Office California State University, San Bernardino
Job No: 503545 Work type: Staff Categories: Confidential, Administrative, Probationary, Full Time
California State University, San Bernardino is a preeminent center of intellectual and cultural activity in Inland Southern California. Opened in 1965 and 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. Seventy percent of those who graduate are the first in their families to do so.
At CSUSB, you can:
Build your future
Work with the best
Be your authentic self
Focus on you
Make a lasting impact
Work for a purpose that is greater than your own
Bring everything you are, become everything you want
The College of Extended and Global Education (CEGE) at California State University, San Bernardino offers a variety of programs and serves as the main outreach arm of the University to extend educational resources and services to broader audiences across the region, as well as nationally and internationally.
CEGE also leads CSUSB's internationalization efforts by collaborating with university and off-campus partners to develop and offer programs, activities, and services that support CSUSB's strategic goals. Through its Center for International Studies and Programs (CISP), CEGE serves as the hub for international students and scholars, and education abroad. International Extension Programs (IEP) offers the English Language Program (ELP) and a variety of short-term and customized educational programs.
CEGE is seeking an experienced and dynamic professional to serve as Executive Assistant to the Dean of the College of Extended and Global Education (CEGE) and AVP for International Education. Under the general direction of the AVP for International Education and Dean, the incumbent provides high-level senior administrative support to the Dean's Office by independently applying judgment and nonstandard applications, solving a wide range of problems, developing thorough solutions, and using effective communication and listening skills. Duties include but are not limited to handling confidential human resource matters and information requests, preparing reports and correspondence, scheduling high-level and confidential meetings, regularly involved in written and verbal communications that may affect collective bargaining unit conditions, conducting research, preparing documents and minutes for high-level meetings, as well as performing other senior-level clerical functions. The incumbent monitors the progress of college-wide projects ensuring their timely completion. This position is responsible for the organization and coordination of the Dean's office operations, procedures, and resources to facilitate effectiveness and efficiency for the College of Extended and Global Education.
The incumbent provides lead and oversight to lower-level administrative staff in the Dean's Office; oversees administrative systems, evaluates them for effectiveness and implements improvements; advises on policy and procedures related to administrative, personnel, and related operational functions to meet college's needs and goals. The Executive Administrative Assistant 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 a high level of confidentiality.
The successful candidate must be proactive, possessing the ability to anticipate the needs of the office and the college. The position requires a highly qualified individual that possesses the necessary skills, knowledge, abilities as well as the demeanor and tact of a highly professional Executive Assistant. Incumbents 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.
Required abilities include, but are not limited to:
Demonstrated ability to handle 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 an 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.
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 oversee daily operations for conducting research for statistical reports.
Employment Status: This position is a full-time, 'exempt' two-year probationary position (with the possibility of converting to permanent).
The initial review of applications will begin on September 10, 2021.
Monday through Friday from 8:00 am to 5:00 pm, weekends and evenings may be required. Summer hours are Monday through Thursday from 7:00 am to 5:30 pm.
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 oversee and lead employees and student personnel
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 are 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 are 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, easily handling and overcoming scheduling demands/conflicts and multiple simultaneous requests.
Education and Experience
A Bachelor's degree or equivalent.
Seven (7) years of experience in general office administrative/clerical work is required.
Experience in administrative operations in a high-paced, multi-faceted department.
Valid California Driver's License.
Master's degree preferred,
Five (5) years experience in executive-level support with a high degree of supervisory skills.
Three (3) years of experience in a higher education institution or public agency, preferably in a unionized environment, is highly desirable.
In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. In our commitment to diversity, we welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. Our commitment to work toward an environment that values diversity requires that we create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.
The concept and dimensions of diversity are to be advanced and incorporated into every aspect of university activity, including student life, the curriculum, teaching, programs, staffing, personnel training practices, research, community services, events, and all other areas of university endeavor.
Dimensions of diversity shall include but are not limited to, the following: race, ethnicity, religious belief, sexual orientation, sex, gender identity, gender expression, ability, socioeconomic status, cultural orientation, national origin, and age.
The implementation of the Commitment to Diversity will rest with the university as a whole. The president, in addition to a personal commitment and involvement, may use the University Diversity Committee, campus administrators, faculty, staff, and students as well as other members of the campus community to implement effectively the philosophy and intent of this statement.
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 the 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.