Executive Assistant to the AVP (AA/S - NE) /Office of the AVP of Finance & Administrative Services California State University, San Bernardino
Overview Employment Status: Full-time, probationary, 'non-exempt' position, with the possibility of converting to permanent.
Work Schedule:Monday through Friday from 8:00 a.m. - 5:00 p.m.
First Review Deadline: This position will remain open until filled. Applications will be reviewed beginning January 31, 2020.
Position Summary: The Executive Assistant will serve as the primary analyst for the Office of the Associate Vice President. Primary responsibilities include:
Providing high-level administrative support for a complex organization including strategic initiative leadership, budget management and coordination of administrative support services for the office.
Typical Activities Under the general supervision of the Associate Vice President (AVP) for Finance and Administrative Services, the incumbent will perform tasks involving the use of judgment and discretion.
The incumbent will be expected to serve as the primary contact for Finance and Administrative Services.
The ability to multitask and manage multiple initiatives simultaneously is a must.
The ability to provide high-level administrative support for a complex organization including budget management, strategic initiative leadership, and coordination of administrative support services.
The ability to work independently to manage complex calendars, coordinate meetings, and materials for meetings, anticipate and prevent scheduling conflicts, coordinate front office support, answer telephones, greet office guests and direct to appropriate departmental personnel, as needed.
The applicant will anticipate, identify and gather information on critical issues while obtaining advice and input from other campus resources.
The applicant will formulate solutions using reasoning and the interpretation and application of theories and principles to develop and recommend alternatives and best courses of action prior to consulting the Associate Vice President.
The applicant will prepare complex travel arrangements, process travel expense claims in a timely manner, complete and submit hospitality claims, process reimbursements, and direct expenditures, reconcile and process procurement card reports, prepare and process requisitions.
The applicant will purchase orders, review and confirm the accuracy of invoices for approval of payment, and maintain accurate records of invoices and receipts processed.
The applicant will initiate and compose correspondents individually and on behalf of the Associate Vice President's office.
The applicant will serve as the primary coordinator for major and complex strategic initiatives and department projects with a broad span of influence and often with significant campus-wide impact.
The ability to multitask and manage multiple initiatives simultaneously is a must.
The applicant will organize and coordinate special events, quarterly department meetings to include reserving rooms and processing food service requests, developing and distributing event announcements, and updating and maintaining guest lists.
The applicant will oversee the office student assistant program.
The applicant will provide lead/supervision to all student assistants, conduct a student assistant recruitment plan that adheres to student employment procedures, on-boarding, training and development, and assigns daily tasks to student assistants that are appropriate for student job classification.
The applicant will manage and update the department website(s), as needed.
The applicant will organize and maintain a complex system of files and records, both physical and electronic material.
The applicant will perform data entry, duplicate materials, distribute office documents, and collect requested data and materials as needed.
The applicant will route and track requests for signature, process mail including FedEx, bulk mail, and submit work orders.
The applicant will develop, implement, and maintain office systems and procedures, such as inventory management and hard and electronic filing systems, using technology to bring high efficiency and organization to office operations.
The applicant will foster and maintain excellent working relationships with all levels of the university and community, including other campus officials, Chancellor's Office personnel, government officials at local, state, and federal levels, as well as the President's Office, departmental divisions and colleges, directors, and deans.
The applicant will perform high-level administrative support functions for the department, its directors, and professional staff.
The applicant will handle highly sensitive issues and respond to a variety of diverse situations referred to the department office by university officials and constituents.
The applicant will provide support, as needed, to department projects, reports, crisis intervention, and customer service in a high-volume interaction office with unpredictable service requests, and perform other related duties as assigned.
Assist and reconcile the department budget, as needed.
Other duties as assigned.
Minimum Qualifications Education and Experience:
A Bachelor's Degree or equivalent in a closely related field AND a minimum of three (3) years work experience providing progressively responsible administrative, technical and analytical support in an environment of similar complexity.
Additional experience which has demonstrated that the applicant has acquired and successfully applied the knowledge and abilities shown above may be substituted for the required education on a year-for-year basis.
Knowledge, Skills, and Abilities:
Comprehensive and detailed knowledge of university infrastructure, policies, and procedures or in an organization with similar complexity is required.
The ability to interpret and apply policies and procedures independently and to use judgment and discretion is required.
Strong competency in fiscal management and the ability to use campus Enterprise Systems to obtain the necessary information is strongly desired.
A thorough mastery of English grammar, punctuation, and spelling is required along with the ability to effectively write and present reports, minutes, and other documents in a professional manner is required.
Expertise in using office software, technology and systems including but limited to Microsoft Word, Excel, Outlook, PeopleSoft and other standardized office equipment is required.
The ability to multitask and manage multiple initiatives simultaneously is required.
The ability to establish and maintain cooperative working relationships and work effectively both independently and/or as part of a team is required.
Skill in planning and performing research and participating in the development, alternation, implementation, and evaluation of the organization's programs, policies, and procedures.
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.