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Location

San Bernardino, CA | United States

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Job description

Executive Assistant (Confidential Administrative Support II), Office of the Vice President for Human Resources
California State University, San Bernardino

Job No: 535941
Work type: Staff
Categories: Confidential, Administrative, Probationary, Full Time Job Summary:

Under the general lead work direction of the Manager, Human Resources Operations and the Vice President, Human Resources, the incumbent will provide high-level senior administrative support to the Office of the Vice President by conducting research, performing budget analysis work required to administer the Human Resources, the Diversity, Equity & Inclusion budgetary program by preparing statistical and budget reports, handling information requests, and performing senior level clerical functions such as preparing policy 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. This position is regularly involved in communications that may affect collective bargaining unit conditions and negotiations.

Executive Assistant Support

• Day-to-day coordination of the Vice President, Human Resources calendar and liaison as necessary to schedule time sensitive matters.
  
• Liaison with external constituents, which requires knowledge of protocol issues related to internal and external stakeholders.
  
• Provide high-level administrative support by conducting research, preparing statistical and budget reports, handling information requests, and performing senior level clerical functions including, but not limited to, preparing policy correspondence, receiving executive visitors, screening calls with professionalism and diplomacy, arranging conference calls, organizing and maintaining the VP's office filing systems, leading lower-level administrative staff and scheduling highly confidential executive meetings.
  
• Edit and proofread sensitive and highly confidential plans, staff correspondence including collective bargaining activities /grievance, executive summaries, and strategic plans. Plan, develop and coordinate multiple projects simultaneously.
  
• Maintain meeting minutes; create agenda for regular meetings; coordinate and obtain materials for meetings to include updates, reports, and sub-area reports (payroll, student employment, benefits, diversity); provide meeting materials to members prior to meetings, including but not limited to HR Leadership Team meetings.
  
• Assisting the VP office in the preparation of information for meetings, presentations, media, and speeches that include, but not limited to, issues that may affect collective bargaining unit positions and negotiations.
  
• Updating the VP and designee on key organizational issues and concerns when out of the office.
  
• Coordinating travel arrangements, assisting with changes during travel and processing expense reports.
  
• Assist the VP by preparing for internal/external meetings, donor visits and travel, which requires the ability to anticipate and foresee essential, requisite materials and research necessary for donor visits, strategy meetings, and travel arrangements.
  
• This position is regularly involved in communications that may affect collective bargaining unit negotiations and positions.
  HR Divisional Support
  
• Evaluate, revise, and develop policies and procedures, as needed, which requires in-depth knowledge of CSU Organization Policies and Procedures; related to human resources, payroll, and diversity.
  
• Edit and proofread confidential plans, staff correspondence, executive summaries, and strategic plans. Plan, develop and coordinate multiple projects simultaneously.
  
• Coordinate all meetings in support of Human Resources, including but not limited to Business Planning meetings.
  
• Provide direct support for the HR Leadership Team as required.
  
• Maintain all highly confidential HR records, including vendor contracts, performance evaluations, training records, settlement agreements, DHR or Title IX investigation records, etc.
  
• Coordinate and update the Staff Handbook and other HR policies and procedures.
  
• Provide process improvement suggestions as they relate to endowment administration, division policies/procedures, and the overall administrative function.
  
• Coordinate and provide support to special projects (both on and off campus) any other special events facilitated by the Human Resources Division.
  
• Responsible for coordinating audits performed by the CSU Chancellor's Office and annual audits including, but not limited to, preparing responses to multiple questionnaires, organizing documentation for review by auditors; responding to written inquiries from auditors; meeting with auditors as requested; and providing responses to audit findings.
  
• Serve as primary contact with CSU Chancellor's Office Human Resources. Complete policy and association renewal forms; review coverage for VP's approval.
  
• Undertake key HR duties, including drafting of employment contracts in liaison.
  Budget Responsibilities
  
• Prepare VP executive hiring via Page Up for all HR units and President's Office as needed, assisting with recruitment scheduling/coordination and submit HR Requisitions on Cherwell for personnel transactions as necessary.
  
• Responsible for department payment obligations (for events, memberships, travel reimbursements, procurement card, purchases, office supplies, etc.).
  
• Assist with position management for all units within Human Resources.
  
• Facilitate Human Resources department purchasing equipment for the office/ HR department, submitting reimbursement request for state and foundation accounts, processing mileage/ travel claims, hospitality reimbursements, managing procurement cards, coordinating mobile device accounts and all other phone and email work requests, coordinating and organizing all copies of financial document submissions to Purchasing and Accounts payable departments for record keeping purposes, processing staff payroll and reconciling employee leave balances.
  
• Supports the coordination of the overall annual division budget submission including preparation of necessary budget briefs.
  
• Conducts budget research and analysis, and provides recommendations that may affect collective bargaining unit positions and negotiations.
  Other Duties
  
• Communicate well with all levels of internal management and staff regarding strategic plans including, but not limited to, advancement and recruitment initiatives.
  
• Maintain confidential information; exercise good judgment and take initiative as needed; possess excellent organizational and time management skills.
  
• Demonstrate ability to prioritize diversity issues and initiatives.
  
• Update and ensure presentations include general preparation, identifying resources, and collateral and presentation materials, equipment needs, producing scripts and speeches, and
  reviewing PowerPoint slides.
  
• Coordinate and maintain work operations including, but not limited to, meeting deadlines, honoring schedules, coordinating resources and meeting in an effective and timely manner, and demonstrating respect for others.
  
• Undertake work in relation to department strategic plan and diversity initiatives.
  
• Perform other classification-related duties as assigned.
  Minimum Qualifications

• Equivalent to a Bachelor's degree in Business Administration, Human Resources, Public Administration, or related field.
  
• A minimum of two (2) years of progressively responsible administrative work experience.
  Required Qualifications

• 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, students, faculty, board members, external partners, and donors.
  
• Excellent written and verbal communication skills.
  
• Demonstrated proactive approaches to problem solving with strong decision-making capability.
  
• Highly resourceful team player, with the ability to also be extremely effective independently; able to handle multiple demands with constantly changing priorities and schedules in a high-pressure, dynamic work environment.
  
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
  
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
  
• Experience in coordinating executive-level travel.
  
• Demonstrate commitment to the advancement of diversity and inclusion, including experience with working with a diverse group of people in different settings/environments.
  
• Advanced computer-based skills to maintain company records, set up filing systems or digitally manage daily operations for conducting market research for statistical reports.
  
• Ability to train and lead lower-level administrative staff. Strong people skills are necessary for interacting with campus executives.
  
• Maintaining strict confidentiality regarding sensitive information and topics within Human Resources and executive level meetings; Demonstrated ability to manage confidential information; exercise good judgment and take initiative as needed. Possess excellent organizational and time management skills.
  
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  Preferred Qualifications

• Five (5) or more years of increasingly responsible, administrative, or clerical experience. At least three years of Human Resources Experience in a unionized higher education institution or public agency is highly desirable.
  
• Five years' experience in executive level support with a high degree of supervisory skills.
  
• A master's or advanced degree in a related field preferred.
  
• Human resources, employee and/or labor relations experience in a higher education and/or public agency setting preferred.
  
• Strategic and proactive thinker, who actively seeks opportunities and proposes solutions.
  Compensation and Benefits:
  Anticipated Hiring Range: minimum $4,464 - maximum $7,303 monthly.
  Classification Salary Range: minimum $4,464 - maximum $10,180 monthly.
  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.
  The application deadline is: Wednesday, 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
  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 our benefits department at (909) 537-5138.
  Smoking
  CSUSB is a smoke and tobacco-free campus. See policy at
  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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About California State University, San Bernardino

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.

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