Job No: 525904
Work type: Staff
Categories: Confidential, Administrative, Temporary, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)Job Summary:
Under the general supervision of the Interim Dean for International Education of the College of Extended and Global Education (CEGE), this position provides high-level senior administrative support to the Dean's Office by overseeing daily operations of the Dean's Office, providing lead direction to other staff, ensuring timely delivery of all projects and assignments, and making suggestions for improving overall operations of the Dean's office.
The Executive Administrative Assistant exercises discretion and independent judgement in matters of importance and ensures the general operations of the Dean's Office are functioning to maximum capacity and high level of confidentiality.
This position provides lead work direction for assigned administrative assistant in the areas of designing, implementing, and evaluating administrative systems to support College's operations; advising on policy and procedures related to administrative, personnel, and related operational functions to meet College's needs and goals.
This is a 3 - 6 months temporary position.
Major Duties and Responsibilities:
Under general direction of the Dean, the incumbent provides administrative support of the dean's office and the college by independently applying judgment and nonstandard applications, solving a wide range of problems, developing practicable and thorough solutions, and using effective communication and listening skills.
Overseeing Dean's Office & Facilities Operations:

• Coordinate Dean's office administrative operations, procedures, and resources to facilitate effectiveness and efficiency for the College; Evaluate CEGE processes and make recommendations for improving the operations systems.
• Participate in long-range strategic planning and, in consultation with the AVP/Dean, prepare materials for strategic planning meetings; oversee reporting on strategic plans and priorities and ensure its timeliness; prepare monthly highlights for the Provost's office.
• Prepare reports, including CEGE annual report.
• Perform research and investigations with recommended courses of action.
• Oversee Dean's schedule to ensure timely implementation and delivery of strategic goals and priorities with ability to make executive decisions on importance of calendaring and time sensitive matters.
• Oversee and serve as the lead to the Dean's office staff and Facilities Coordinator, establish annual goals, monitor their progress, communicate job expectations, conduct reviews and evaluations, including plans for corrective actions, if needed.
• Interact at the highest levels within and outside the university following protocols and acting as the primary contact on behalf of the Dean, coordinating communication with the President's, Provost's offices as well as other VP and Dean offices.
• Oversee the preparation of meeting agendas, minutes, pertinent materials for meetings, ensure timely follow-up as appropriate.
• Assist the AVP/Dean in the preparation of information for presentations, reports, media, and speeches; ensure to include general preparation, identifying resources, and collateral and presentation materials, equipment needs, producing scripts and speeches, and reviewing PowerPoint slides.
• Oversee the coordination of delegations and VIP visits, as well as other special events.
• Plan, coordinate and provide support to multiple tasks and projects simultaneously with the ability to prioritize them and provide direction to other administrative support staff.
• Provide support for the CEGE leadership team as requested and take initiative in solving problems.

HR, including staff's, instructors' complaints and grievances; Handling students' complaints and grievances; as well as audits and information requests:

• Assist the Dean/AVP in responding to staff & instructors' complaints and grievances by conducting research, reviewing pertinent agreements, policies and procedures; gathering other pertinent information; working with HR and Faculty Affairs Development offices; and drafting responses; regularly involved in written and verbal communications that may affect collective bargaining unit conditions.
• Assist the Dean/AVP in handling student complaints and grievances by conducting research, reviewing pertinent policies and procedures, preparing responses,
• Handle other problems of a highly confidential and sensitive nature.
• Oversee hiring process for CEGE; assist the AVP/Dean in drafting position posting and job descriptions following CSU classification standards; oversee recruitment scheduling and interview schedules and other logistics.
• Maintain all confidential HR records, including performance evaluations, performance improvement plans, & training records.
• Schedule confidential executive meetings and create records and generate minutes for those meetings and projects.
• Provide lead and direction to lower-level administrative staff and oversee at least two (2) staff members and one (1) student assistant, including preparing performance evaluations.
• Provide input to performance evaluations and set work priorities for the assigned staff; schedule and assign work; train lower-level administrative staff; review work against standards and determine training needs.
• Assist the AVP/Dean in preparing evaluations and other related items and materials, including gathering information and conducting research for disciplinary actions.
• Assist the AVP/Dean in handling confidential documents related to instructors and work with Academic Personnel on developing processes and procedures.
• Assist the Dean and the Senior Leadership Team in coordinating and preparing responses to audits and information requests, gathering, and organizing necessary documents, policies, procedures, and other pertinent information; respond to written inquiries from auditors; meet with auditors as requested; and draft, when applicable, responses to audit findings.

Contracts and Agreements

• Proofread and review agreements and contracts prior to submitting them to the Dean; and oversee preparation of documents for approval of contracts and agreements.
• Oversee the processing for all agreements and ensure it follows CSU, CEGE and campus guidelines, policies, and procedures.
• Ensure proper dissemination and retention of contracts and agreements.

Policies and Procedures

• Interpret and apply specific operating policies and procedures.
• Evaluate CEGE policies and procedures for effectiveness and make recommendations for changes in policy or procedures.
• Revise and develop drafts of policies and procedures, as needed, conducting research of applicable policies and procedures.

Minimum Qualifications: Required Education and Experience

• A bachelor's degree, or equivalent AND
• Seven years of experience in general office administrative/clerical work is required.

Required Qualifications

• Knowledge of office methods, procedures and practices, and a thorough mastery of English, grammar, spelling and punctuation.
• Comprehensive knowledge of applicable University infrastructure, policies and procedures is required.
• Ability to oversee and lead employees and student personnel.
• Experience in administrative operations in a high-paced, multi-faceted department
• Active problem-solving skills are required along with effective and sensitive interpersonal skills. Expertise in using standard office software such as MS Office package (Word, Excel, PowerPoint, Outlook) is required.
• Must be a highly motivated and organized individual who is able to work effectively with minimal supervision.
• The ability to format, prepare and present reports is required.
• The ability to interpret independently and apply a variety of complex policies and procedures is required along with the ability to identify deviations from applicable policies.
• The ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions is required.
• The ability to identify and troubleshoot office administration problems, recognize, and advocate for solutions that yield programmatic progress and improvement, as well as respond to work area-related inquiries and requests is required.
• The ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
• The ability to perform business math, support the analysis of budgetary data, and make accurate projections requiring some inference is required.
• The ability to work professionally, collaboratively, and collegially with a diverse group of people, clients and co-workers, is required, as is the ability to use persuasion and negotiation to expedite projects and achieve results.
• The ability to maintain a professional demeanor in a fast-paced environment, easily handling and overcoming scheduling demands/conflicts and multiple simultaneous requests.

Preferred Qualifications

• Master's degree preferred,
• Five years' experience in executive level support with a high degree of supervisory skills.
• Three years' experience in a higher education institution or public agency, preferably in a unionized environment, is highly desirable.

Compensation and Benefits:
Anticipated Hiring Range: $5,000 - $6,500 per month
Classification Salary Range: $4,464 - $10,180 per month
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 14 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/Temporary (This is a 3 - 6 months temporary position)
Schedule: Monday - Friday 8:00am - 5:00pm. Evenings and weekends as needed.
The application deadline is: April 4, 2023
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.
Drivers License Check
Possession of a valid Driver's License is required. Employees in this position will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver's license and reflects driving record.
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 https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.
COVID-19 Vaccination
CSU requires faculty, staff, and students who physically access campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose, or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. See policy at https://calstate.policystat.com/policy/11030468/latest.
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 https://www.csusb.edu/human-resources/diversity-inclusion
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 the Office of Employee and Labor Relations by phone at (909) 537-5138 or by email at employee.relations@csusb.edu
Smoking
CSUSB is a smoke and tobacco-free campus. See policy at https://calstate.policystat.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: https://www.csusb.edu/clery-act