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Location

San Bernardino, CA | United States

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Job description

Executive Assistant to the Vice President (Confidential Administrative Support) - University Advancement
California State University, San Bernardino

Job No: 535918
Work type: Staff
Categories: Confidential, Administrative, Probationary, Full Time Job Summary:

Under the general direction of the Chief of Staff, this position serves as the Executive Assistant to the Vice President for University Advancement and will provide high-level administrative support to the Office of the Vice President. The incumbent will be the main point of contact for all internal and external stakeholders. The Executive Assistant will perform duties including, but not limited to, conducting research, preparing reports, handling information requests, and preparing contact reports for the vice president. This position is regularly involved in communications that may affect collective bargaining unit conditions and negotiations.

Major duties and responsibilities:

• Reporting the Chief of Staff for University Advancement, the confidential aide provides a lead work direction for the operations of the Office of the Vice President.
• Provide high-level administrative support by conducting research, handling information requests, and preparing contact reports for the vice president's communications with donors, elected officials, and friends of the university.
• Coordinate and maintain the vice president's calendar and travel. Ensures that the vice president is prepared for meetings, providing background and supplemental information, as well as agendas and action items.
• Compose correspondence, memos, and briefings. Edit and proofread advancement plans, donor correspondence, gift agreements, executive summaries, and strategic plans.
• Serve as an absence management coordinator for the VP Office.
• Collaborate with the Office of the President and the university's senior leadership to support the mission of the university and the division. Maintain regular communication with the president's office staff and division leadership, attend appropriate division and university meetings.
• Liaison to the Office of the President for projects including the president's event checklists, calendar requests, and communications on behalf of the division.
• Provide high-level support within the division's senior team, staffing weekly leadership meetings, including the preparation of agendas, taking notes, and executing on follow-up tasks. Establishes and execute on priorities set by the vice president and chief of staff and provide updates on the status of projects.
• Coordinate the scheduling, planning, and implementation of senior leadership and division retreats.
• Provide staff support for division senior leadership recruitments, including but not limited to, online submission of position information, processing all pertinent documentation for position description approvals, coordinating job interviews, assisting in the submission of job offer recommendations, submission of HR requisition requests and approved memos, and other personnel transactions.
• Communicate with all levels of internal management and staff regarding advancement initiatives and division updates. Maintain ongoing interaction with external constituents (board members, alumni, high-level donors, community volunteers, corporate executives), which requires extensive knowledge of university and division protocol.
• Maintain a healthy, fair, and inclusive work environment by promoting diversity and exercising teamwork and collaboration when working with diverse groups, donors, volunteer groups, students, and colleagues.
• Manage confidential information; exercise good judgment and take initiative as needed. Maintain confidential information and communications that are relevant to University Advancement policies and procedures, including those that may affect collective bargaining unit positions and negotiations.
• Assist in planning, developing and coordinating multiple projects simultaneously and special project (on and off campus) as needed.
• Assist in developing and/or strengthening division processes, policies, and procedures. Train new staff members or other administrative assistants as needed.
• Keep the Chief of Staff informed of potential issues or concerns related to general office management, student hiring, and/or budgetary matters.
• This position participates and provides recommendations in conversations with the vice president, chief of staff, and campus constituents regarding union employees that may affect collective bargaining unit positions and negotiations (this could be regarding restructuring or personnel transactions such as demotions, terminations, potential position elimination, disciplinary action).
• Prepares budgetary data and analysis regarding re-organizations that may affect collective bargaining unit positions and negotiations.
• This position is involved in researching, analyzing, and discussing personnel transactions (leaves of absence, salary increases, promotions, reclassifications, stipends, in-range progressions) which may affect collective bargaining unit positions and negotiations.
• This position is involved in providing information for investigations that may affect collective bargaining unit positions and negotiations.
• Maintains and files grievance information and views information that may affect collective bargaining unit positions and negotiations. Maintains confidential information and communications that are relevant to University Advancement policies and procedures, including those that may affect collective bargaining unit positions and negotiations.
• Takes notes at meetings and is privy to conversations and information that may affect collective bargaining unit positions and negotiations.
• Provide lead work direction to front desk student assistants, assigning work and providing performance feedback.
• Special projects as assigned.
• Other classification-related duties as assigned.

Minimum Qualifications: Required Education and Experience

• Equivalent to a bachelor's degree.
• A minimum of two (2) years of progressively responsible administrative work experience

Required Qualifications

• Excellent communication and interpersonal skills (including being a good listener) to interact and communicate effectively with faculty, staff, students, and external constituencies, both verbally and in writing.
• Advanced time management and analytical skills.
• Ability to manage multiple projects independently in a fast-paced organization with competing priorities and distractions.
• Strong critical thinking, analytical, research, problem-solving, and conflict resolution skills.
• Ability to build effective teams through goal setting, defining responsibilities, empowering team members, providing feedback, and adhering to deadlines.
• Strong negotiating skills to settle issues and maintain harmony in the team.
• Ability to use high-level discretion and maintain a high level of confidentiality in handling problems of a sensitive nature and security of confidential records.
• Working knowledge of applicable state and federal employment and education laws and regulations.
• Working knowledge of and ability to operate standard office equipment and technology including, but not limited to, desktop computer, laptop, copier, fax machine, scanner, and printer.
• Demonstrated proficiency in ability to effectively use common computer and technology programs and related computer software packages (e.g., Microsoft Office Suite, Zoom, etc.) in the course of assigned duties.

Preferred Qualifications

• Experience working in higher education, specifically within advancement.
• Demonstrated enthusiasm for helping to provide affordable access to a high-quality education.
• Five years of progressively responsible administrative work experience.

Compensation and Benefits:

Anticipated Hiring Range: $5833 - $6667 per month

Classification Salary Range: $4464 - $10,180 per month

The salary offered will take into account internal equity and experience among other factors.

The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 15 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here .

Position Information:

Work status: Full-time/Exempt/Probationary

Academic year schedule: Monday through Friday (8:00 am - 5:00 pm), some evenings/weekends.

Summer schedule: Monday through Thursday (7:00 am - 5:30 pm), some evenings/weekends.

This position is a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position is required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

The application deadline is February 21, 2024.

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.

California State University, San Bernardino in not a sponsoring agency for staff or management positions (i.e. H1-B Visas).

Conditions of Employment

Background Check

Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

Mandated Reporter

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.

I-9

CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at .uscis.gov/i-9-central/form-i-9-acceptable-documents .

Statement of Commitment to Diversity

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. 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. We will 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.

California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. 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) For more information about Diversity & Inclusion at CSUSB, please visit

Closing Statement:

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact CSUSB Benefits at [email protected] .

Smoking

CSUSB is a smoke and tobacco-free campus. See policy at icystat.com/policy/6591951/latest/ .

Clery Act

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State San Bernardino Annual Security and Fire Safety Report is available at:

To view full description and to apply, visit:

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