Chancellor's Office Statement
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 Executive Assistant. 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 $7,113 per month, commensurate with qualifications and experience.
The salary range for this classification is $4,464 to $10,689 per month.
Classification
Confidential Administrative Support II
Position Information
The California State University, Office of the Chancellor, is seeking an Executive Assistant to provide executive-level administrative and professional support to the Deputy Vice Chancellor (DVC) in the Office of the EVC, Academic and Student Affairs. This position is the first point of contact for the Office of the EVC (OEVC) and will be assisting with a variety of administrative responsibilities, many of which are highly sensitive and confidential in nature. The Executive Assistant is a high-visibility strategic team member who manages the administrative functions of the OEVC, this position requires an awareness of the DVC and Division priorities and a solid understanding of the functions of the office in relation to other units within the Office of the Chancellor, Board of Trustees, CSU campuses and external parties. This position requires autonomy and judgment as well as the ability to problem-solve and work independently. The incumbent must be able to manage competing priorities in a dynamic and fast-paced environment and must be able to evaluate and set work priorities. Work assignments are received in the form of general requests and require considerable initiative and independent judgment in carrying out tasks through to completion.
Responsibilities
Under the general direction of the Deputy Vice Chancellor, Academic and Student Affairs, the Executive Assistant will perform duties as outlined below:
Executive Administrative Support:
-Provide daily executive-level administrative and professional support to the Deputy Vice Chancellor, Academic and Student Affairs.
-Ensures DVC is optimally prepared for the day by providing needed reading materials, speaking points, and gathering background information for DVC review.
-Coordinate all elements of the DVC and Office of EVC (OEVC) calendars including monitoring and reviewing meeting requests, resolving scheduling conflicts, establishing appointment priorities, scheduling appointments and preparing daily schedules; establish master schedule for OEVC and staff meetings. Schedule conference calls and other meetings on behalf of and for the DVC by strategically prioritizing the DVC’s time.
-Arrange and confirm travel, prepare and process travel approvals, travel claims, track reimbursements, prepare itineraries, and provide meeting materials, maps and directions for the DVC.
-Manage and maintain digital and physical files for the proper filing of OEVC data and confidential information in accordance with the CSUCO retention policy.
-Maintain and ensure confidentiality when supporting the OEVC with all sensitive materials, such as collective bargaining documents, labor practices, personnel cases and performance evaluations.
-Serve as key member of the OEVC support team ensuring the smooth administration of office operations, including division-wide meetings and events, and support the onboarding of CSU leaders.
-Monthly reconciliation of the department credit card (Procurement Card). Process expenditures consistent with applicable CSUCO procurement policies and procedures.
-Interpret and apply Chancellor’s Office-wide operating policies and procedures.
Project Management:
-Provide project management functions and serve as primary contact for ASA project and initiatives led by the DVC.
-Design and coordinate action plans to achieve the strategic goals and objectives of the DVC. Work closely with ASA leadership project leads and maintain unit cohesion.
-Coordinate workflow and follow up to ensure project progress and completion, review and follow-up on deliverables, and document project progress as necessary.
-Support the DVC on program data gathering, evaluation and assessment.
-Manage the processing and coordination of several long-term special projects in the Division of Academic and Student Affairs (DASA), including but not limited to request for proposals, event planning, synthesizing of information, and coordination of logistics.
Collaboration with Chief of Staff:
-Collaborate with ASA Chief of Staff (COS) on coordinating day-to-day projects and priorities, coordinating scheduling, supporting key partnerships, developing briefings and other needs.
-Partner with COS to ensure preparedness of daily DVC activities by prioritizing items and coordinating assignments.
-Assist in project planning, perform strategic research on a variety of topics, and take initiative to identify potential problems and suggest solutions to the COS.
Communications Support:
-Prepare and/or edit written communications, memos, letters, presentations, spreadsheets and reports, many of a highly sensitive and confidential nature.
-Work collaboratively with ASA Communications with the research, preparation and proofreading of briefings, correspondence and reports for the DVC. Ensure quality control and approve drafts documents for distribution and/or signature.
-Maintain up-to-date internal/external contact lists including list servs of trustees, campus presidents, CO leadership team, division staff, provosts/vice presidents and other constituent groups.
-Manage the Office of the EVC general email and coordinate distribution of division-wide emails and/or systemwide/listservs. Develop communications relative to current and long-term projects and initiatives and provide strategic support to the members of the ASA Leadership Team and Senior Directors.
Event/Meeting Support:
-Provide support for special events and projects of the DVC, including development of meeting agendas, management of meeting logistics, preparation and distribution of meeting materials. Attend on-site and off-site meetings, as needed.
-Assist the DVC with coordinating projects, meetings and conferences that involve complex organizational unit planning across several Associate and Assistant Vice Chancellors.
-Prepare minutes and meeting notes as needed.
-Prepare meeting requisitions, reimbursements, business meal forms, and other inter-office forms.
Other Duties:
-Assist with general Academic Affairs projects and initiatives, as requested by the DVC.
-May serve on special projects, committees, or act as department representative as needed.
-Perform other duties as assigned in support of OEVC mission and goals.
Qualifications
This position requires:
-A bachelor's degree from an accredited four-year college or university or equivalent combination of education and experience is required.
-A minimum of five years of progressively responsible administrative and professional support and project management experience for a high-level administrator.
-Proven track record of handling and maintaining confidential information in a responsible manner.
-Ability to organize, coordinate, plan and facilitate meetings and conferences that involve the efforts of several Associate/Assistant Vice Chancellors and the DVC.
-Highly organized and detail oriented, able to handle multiple tasks simultaneously in a pressured environment with frequently shifting priorities and minimal supervision. Must have tolerance for ambiguity.
-Ability to take initiative and use sound judgment in completing tasks, solving problems, developing solutions and prioritizing work.
-Demonstrated resilience, diplomacy, problem-solving, and conflict resolution skills in a variety of situations, including across departments and with external partners. Maintain effective and cooperative working relationships.
-Ability to manage complex assignments in a fast-paced environment with conflicting priorities.
-Solid writing and communication skills required to include proofreading and proper punctuation and grammar usage.
-Effective communication and listening skills, be able to work directly and interact professionally with a diverse group of individuals in a multicultural environment, including employees at all levels within the university system, Trustees, local and state agencies, students and CSU partners/stakeholders.
-Proficiency with MS Word, Excel, Outlook, Microsoft Teams, Zoom and other current software applications, and the ability to access and utilize the Internet is required.
Preferred Qualifications
-A minimum of two years' experience working with travel arrangements for senior level is required; and a knowledge of CSU travel policies and procedures is preferred.
-Minimum of four years of experience working with academic issues and projects within the California State University or higher education system highly preferred.
Application Period
Priority consideration will be given to candidates who apply by March 21, 2024. Applications will be accepted until the job posting is removed.
How To Apply
Please click "Apply Now" to complete the California State University, Chancellor's Office online employment application.
Equal Employment Opportunity
The university is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. 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.
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.