Executive Assistant to the Vice President (CAS II) (REVISED)/ Administration and Finance
California State University, San Bernardino
Location: San Bernardino, California
Internal Number: 2735988
Executive Assistant to the Vice President (CAS II) (REVISED)/ Administration and Finance California State University, San Bernardino
Job No: 508060 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 Office of the Vice President for Administration and Finance is responsible for leading human resources, budget and accounting, facilities management, capital planning and construction, campus auxiliaries, procurement, risk and threat management, audit services, police, parking, and emergency services.
Under general supervision of the Vice President of Administration and Finance, the Executive Assistant will be responsible assist, advise, and represent the Vice President in a wide range of executive administrative duties. Track and communicate the key projects in Administration & Finance that have a significant impact on resources. Serve as the Office of the VP for Administration & Finance liaison to designated committees. Serve as an active member of the Administration & Finance Leadership Team.
Responsibilities include the following:
Assist the Vice President with special projects as assigned.
Manage planning and materials needed for complex meetings and conferences, prepare briefing materials for Vice President in preparation for various meetings and committees, serve as the liaison with the Office of the President, provide background information as appropriate to university leadership, problem solve and manage the flow of information within the Vice President's Office, plan and execute large scale, complex projects with broad, visible impact that involves coordination with other departments/ divisions. Serve as campus central resource for the maintenance and dissemination of current and historical documentation related to the operations within the Administration and Finance Division.
Serve as campus central resource for the maintenance and dissemination of current and historical documentation related to the operations within the Administration and Finance Division.
Coordinate and expedite the completion of tasks/projects required between the Vice President and other campus departments, divisions, Chancellor's Office, and off-campus agencies. Conduct research, analyze data, and make recommendations for assigned projects. Provide oversight and assistance to personnel investigations, fiscal improprieties, departmental reviews and other legal, personnel, and sensitive matters. Manage all executive level and high-profile divisional recruitments: including, creating job descriptions, promotion of the positions, scheduling interviews and coordinating campus visits and assisting with offer packages.
Manage a variety of administrative tasks assigned to the Vice President. For sensitive and personnel related matters, collect background information, compile responses, establish deadlines, and follow through with appropriate action. Manage communications with the campus community and the public at large on behalf of the Vice President for Administration & Finance.
Regularly involved in written and verbal communications that may affect collective bargaining unit positions and regulations.
Assume role of emergency preparedness liaison for information disseminated from VP for Administration and Finance to campus during periods of emergency situations, e.g., fire, flood, power outage, wind conditions, etc. Remain on site as liaison until crisis passes.
Oversee the operations of the Office of the Vice President for Administration & Finance. Manage the office staff who support the Vice President. Oversee their workload, ascertain their priorities and conduct performance reviews of the office staff.
Update Administration and Finance, CAAB, and Campus Policy websites as needed
Serve as central source of information regarding campus administrative policies, coordinate the posting of new and revised university administrative policies on the campus website, and communicate effectively with campus constituents to ensure that policy approval processes are heeded. Serve as campus resource for locating numerous campus, CSU, state, and other policies.
Analyze and ensure accuracy of information that flows through the Vice President's Office
Including but not limited to, agenda items for Administrative Council meetings, items for President's approval, and board meetings.
Ensure that documentation submitted for approval meets policy guidelines.
Manage communications with the campus community and the public at large on behalf of the Vice President for Administration & Finance.
Maintain detailed records of division accomplishments and goals throughout the fiscal year, and compose various year-end accomplishment reports for Vice President's signature.
Manage division evaluation process.
Coordinate biennial assessment ('360') of division management employees.
Assume responsibility for accuracy of reports and materials that have fiscal impact on university operations.
Coordinate complex fiscal and/or facility agenda items for CSU Board of Trustees meetings, in compliance with Chancellor's Office policy and format.
Work closely with campus attorney to provide needed information, agreements, and other legal documentation
Employment Status: Full-time, Exempt, Probationary with the possibility of converting to permanent.
Application Review Deadline: This position will remain open until filled. Applications will be reviewed beginning January 31, 2022.
Monday through Friday from 8:00 am to 5:00 pm, weekends and evenings may be required.
Applicants must process advanced knowledge of applicable university infrastructure, policies, and procedures, as well as a thorough knowledge of office methods, procedures, and practices.
Applicants must possess superior knowledge of English grammar, spelling, and punctuation, and the ability to use office equipment and various software packages, including word processing, Excel spreadsheets, and PeopleSoft financial and human resource programs.
Applicants must have the ability to perform arithmetic functions of a transitional nature. Applicants must possess the ability to analyze a variety of diverse issues, research policies and historical data, and draft written documents.
Applicants must have the ability to interact and communicate effectively with students, faculty administrators, staff, and community leaders.
Applicants must possess problem-solving and effective interpersonal skills.
Applicants must possess competence in effectively presenting complex information in writing and must possess the ability to interpret and communicate procedures, policies, information, and instructions.
Education and Experience
Applicants must possess the equivalent to a bachelor's degree AND the equivalent to five years of related experience.
Anticipated Hiring Range: $4,233 - $7,181 per month
Classification Salary Range: $4,233 - $7,181 per month
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. 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 outlined 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.