Job No: 532957
Work type: Staff
Categories: Confidential, Administrative, Probationary, Full Time, On-site (work in-person at business location)Job Summary:
Under the general direction of the Associate Vice President (AVP) for Strategic Communication, this position serves as the Executive Assistant and will provide high-level administrative support to the Office of Strategic Communication department. The incumbent will be the main point of contact for all internal and external stakeholders. This position will perform duties including, but not limited to, conducting research, preparing statistical and budget reports, handling information requests, and preparing contact reports for the AVP's communications to stakeholders. This position is regularly involved in communications that may affect bargaining unit conditions and negotiations.
Major duties and responsibilities:
Executive Assistant to the Associate Vice President

• The Executive Assistant provides day-to-day coordination of the operations of the Office of Strategic Communication.
• Monitors and maintains the AVP's calendar, scheduling, and travel. Assists the AVP in preparation of presentations, media, speeches, meetings, and providing agendas, action items, reports, and other requested materials.
• Composes correspondence, memos, and briefings on behalf of the AVP. Edits and proofreads strategic communication plans, including, but not limited to, correspondence, agreements, executive summaries, and strategic plans.
• Provides budget coordination by tracking expenditures and preparing spreadsheets for tracking all the department's expenses. Monitors and tracks any discrepancies and reconciles accounts in PeopleSoft Financial System as needed. Maintains communication with division senior budget analyst and the AVP regarding balances and quarterly projections and any necessary reporting. Creates quarterly budget updates and reports; processes/submits invoices, resolves billing discrepancies; reconciles/processes expense reports; and maintains budget related records.
• Prepares budgetary data and analysis regarding re-organizations that may affect collective bargaining unit positions and negotiations.
• Serves as Office of Strategic Communication timekeeper and reviews time reported by staff for approval by the AVP and managers in Absence Management.
• Collaborates closely with the Office of the President and the University's senior leadership to support the mission of the university and the division as it relates to university communication, presidential speeches/remarks, and communication to key university stakeholders. Maintains regular communication with the President's office staff and division leadership, attends appropriate division and university meetings, and communicates on behalf of the AVP.
• Provides lead work direction within the Office of Strategic Communication department, including but not limited to, staffing weekly leadership meetings, the preparation of agendas, taking notes, and executing on follow-up tasks that involve the AVP. Establishes and execute on priorities set by the associate vice president and provide updates on the status of projects.
• This position is involved in researching, analyzing, discussing, and providing recommendations on personnel transactions (leaves of absence, salary increases, promotions, reclassifications, stipends, in-range progressions), which may affect collective bargaining unit positions and negotiations.
• This position participates and provides recommendations in conversations with the AVP 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).
• Serves as an HR liaison on all Office of Strategic Communication operations, including but not limited to, staff recruitment, inputting position information on PageUp, processing all pertinent documentation for position description approvals, coordinating job interviews, assisting in submitting job offer recommendations for AVP's approval; inputting HR Requisition requests; submitting approved memos; and other personnel transactions
• Assists in the onboarding process and training of all new department personnel and prepares Computerized Information Access forms requests to access necessary data systems when appropriate.
• Schedules, plans, and implements senior leadership and division retreats.
• Maintains confidential information and communications that are relevant to the Office of Strategic Communication policies and procedures, including those that may affect collective bargaining unit positions and negotiations.
• Plans, develops, and coordinates multiple projects simultaneously, including, but not limited to, special projects, and any other special events facilitated by the department.
• Facilitates and strengthens department processes, policies, and procedures. Trains new staff members or other administrative assistants as needed.
• Keeps the AVP informed of potential issues or concerns related to general office management, student hiring, and/or budgetary matters.
• Provides lead work direction to front desk student assistants, assigning work, and providing performance feedback.
• Maintains and files grievance information that may affect collective bargaining unit positions and negotiations.

Office Administration

• Coordinates day-to-day administrative functions for the Office of Strategic Communication.
• In conjunction with appropriate Office of Strategic Communication staff, coordinates daily approval of official University logo use across the University per the approved CSUSB Style and Graphics Standard Manual.
• Attends informational meetings as required, representing Office of Strategic Communication.
• Maintains the department's payment obligations, including but not limited to, events, travel reimbursements, purchasing office and department equipment, maintaining procurement card processes, submitting reimbursement requests, and providing monthly cost reports.
• Performs clerical functions, including, but not limited to, composing correspondence; greeting visitors; organizing and maintaining the filing system; screening calls; handling emails, fax and mail correspondence.
• Perform other classification-duties as assigned.

Minimum Qualifications: Required Education and Experience

• Equivalent to a Bachelor's degree in related field.
• A minimum of two years of progressively responsible administrative work experience.

Required Qualifications

• Excellent verbal and written communication skills.
• Attention to detail and excellent research and analysis skills.
• Excellent interpersonal skills and the ability to utilize discretion and keep information confidential.
• Ability to apply provisions of the collective bargaining agreement to work tasks.
• Ability to meet deadlines.
• Ability to work collaboratively in a team environment.
• General knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods.
• Working knowledge of general practices, programs, and/or administrative specialties.
• Basic knowledge of budget policies and procedures.
• Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
• Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
• Ability to organize and plan work and projects, including handling multiple priorities.
• Ability to compile, write, and present reports related to program or administrative specialty.
• Demonstrated ability to establish and maintain effective working relationships within and outside the workgroup and serve as a liaison for the organizational unit.
• Must be customer-service focused and able to interact effectively and professionally with all levels of employees and managers in a team-based environment.

Preferred Qualifications

• Five years of related experience.
• Experience working in higher education, specifically within strategic communication, advancement, or in the office of the president.
• Ability to use office equipment and various software packages, including word processing, Excel spreadsheets, and financial and human resource programs.
• Ability to analyze a variety of issues, research policies and historical data, and draft written documents.
• Ability to interact and communicate effectively with students, faculty administrators, staff, the media and community leaders.
• Problem-solving and effective interpersonal skills.
• Competence in effectively presenting complex information in writing and the ability to interpret and communicate procedures, policies, information, and instructions.
• Self-motivated, reliable, organized and flexible.
• Demonstrated enthusiasm for helping to provide affordable access to a high-quality education.

Compensation and Benefits:
Anticipated Hiring Range: $5417 - $6250 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 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/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 November 1, 2023.
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 https://www.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 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 Nora Jean Fernandez, ADA Manager at Nora.Fernandez@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