Executive Assistant for the Office of the President
California State University California State University Camarillo, CA Camarillo, CA Full-time Full-time $4,464 - $5,834 a month $4,464 - $5,834 a month 2 days ago 2 days ago 2 days ago Campus:
Channel Islands Job ID:
528748 Job Title:
Executive Assistant for the Office of the President Appointment Type:
Probationary Time Base:
Full-Time Date Posted:
June 12, 2023 Closing Date:
Open until filled Description:
Office of the President Confidential Administrative Support II RESPONSIBILITIES & DUTIES:
Special Projects:
Supports the Chief of Staff and AVP for Organizational Effectiveness & Special Assistant to the President with long-term special projects and initiatives that are varied and complex and relate to high-level internal and external constituents.
This includes assisting in project planning, performing strategic research and analysis, reporting on a variety of topics, taking initiative to identify potential problems and suggest solutions, and managing responsibilities with a high level of independence.
Assists in addressing a wide range of issues which requires discretion, ingenuity, confidentiality, and evaluation of solutions, including supporting Executive Leadership to effectively address sensitive personnel matters, including divisional, Academic Senate, affinity council related grievances, issues, or complaints that require Office of the President oversight or involvement, processing or preparing confidential memos and reports.
Administers the campus-wide Signature Authority Process, which ensures compliance of system-wide, state-wide, and federal mandates and commitments.
Coordinates Cabinet-level administrative and executive job searches and events.
Serves as the OTP Divisional representative for leading efficiency initiatives and as the OTP Divisional liaison for emergency communications.
Committee and Program Support:
Responsible for administrative support and coordination for the committees noted below and independently plans, prepares, organizes, follows-up, and performs website upkeep for meetings.
President's Planning & Policy Council (PPPC):
Reviews local, regional, statewide, and federal mandates and communicates with campus officials to ensure compliance.
Compares the internal administrative and academic policies' database and statuses; coordinates with policy authors for updates and presentations to the PPPC.
Maintains the University policy website and works with Academic Senate Chair to reconcile conflicting and duplicate policies.
Edits and maintains the Administrative Policies section of the University Catalog.
President's Scholars Committee (PSC):
Administers the President's Scholars' program including coordinating the yearly President's Scholars' interview process; serving as liaison to the President's Scholars, their advisors, and other entities on campus.
Coordinates the President's Scholars award distributions and presentations.
University Committees and Boards:
Oversees the solicitation and appointment process for University committees requiring Presidential appointment.
President's special committees, programs, and initiatives (e.
g.
, President's Advisory Council for Inclusive Excellence, President's Chumash Advisory Council, Strategic Initiatives, CI Connect, Inclusive Excellence Action Plan and IEAP initiatives):
Researches best practices, assesses similar committees with peer institutions, and recommends direction.
Communication and Document Management:
Works with various staff, administrators, and faculty to ensure compliance with reporting deadlines.
Maintains and archives records, filings, and historical records of communication.
Drafts clear and accurate correspondence; proofreads letters and documents.
Event support:
Assists the OTP staff in planning and organizing special events, meetings, dinners, luncheons, and tours of the campus including those with VIP guests and dignitaries such as CSU Chancellor's Office executives and trustees, higher education leaders, high-ranking political, governmental, and military officials, and community leaders, as well as prospects and donors.
Customer Service and Issue Resolution:
While working independently, as well as in a team, upholds the highest standards of customer service for both internal and external constituents by embodying the values of collegiality, inclusivity, respect, efficiency, and accuracy.
Assists with issue resolution (e.
g.
, personal, administrative, and operational) regarding problems reported to the OTP while maintaining confidentiality, and professionalism.
Ensures appropriate document management of issue resolution.
Administrative Support:
Maintains thorough knowledge of the OTP and its internal policies and procedures; ensures the OTP organizational chart is updated as needed and keeps updated files on organizational charts from other divisions.
Oversees the schedule of the Chief of Staff and AVP for Organizational Effectiveness & Special Assistant to the President and provides administrative support.
Provides meeting facilitation support including preparation of agendas and minutes and scheduling appointments.
Assists with processing documents including those associated with accounts payable and reconciliation.
Coordinates all domestic and international travel, which includes conference registration, lodging, ground transportation, and passport/visa arrangements for OTP staff including travel for non-CI employees supporting Presidential/OTP initiatives.
Supports the Presidential Aide by maintaining awareness of the President's calendar and daily needs and serves as backup to the Presidential Aide when needed.
Manages mail delivery to the OTP and operates a full range of office support technology and systems including MS Office, document management software, Vizio, maintenance of desktop databases and websites, and use of voicemail and email.
Performs other related duties as assigned.
REQUIREMENTS OF POSITION:
A bachelor's degree and three years of executive level clerical and administrative work experience, or the equivalent combination of education and experience required.
Previous experience with confidential materials and some supervisory experience preferred.
Must maintain a high level of professionalism, work ethic, and responsiveness suitable for an executive office.
Ability to take initiative, make independent decisions, use sound judgment, demonstrate follow-through, exercise timeliness, pay attention to detail, manage increasing responsibilities, handle multiple tasks simultaneously, prioritize workload and ensure that deadlines are met.
Ability to independently interpret and apply a wide variety of policies and procedures where specific guidelines and precedence may not exist.
Must work effectively both independently and as part of a team, maintain strict professional discretion and confidentiality, and produce written work with a high degree of writing proficiency and mastery of mechanics (e.
g.
, grammar, spelling, and punctuation).
Must demonstrate familiarity with management practices and have experience with budget/fiscal policies.
Demonstrate extensive knowledge of Microsoft Word, Excel, Outlook, and PowerPoint (experience with website management software preferred); and have the ability to learn new office technology systems and software packages.
Must have skill in the research, development, and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.
Must have skill in investigating and analyzing problems with a broad administrative impact and implications.
Effective verbal communication and customer service skills including telephone and e-mail messaging.
Must possess interpersonal and problem-solving skills in working with the public, administrators, faculty, staff, and students and the ability to lead and guide the work of others.
Punctuality and regular attendance are essential.
May be required to work evenings or weekends with advance notice.
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 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 set forth in CSU Executive Order 1083 Revised July 21, 2017 as a condition of employment.
Hiring Range:
$4,464 - $5,834 per month.
Estimated Salary: $20 to $28 per hour based on qualifications.
Channel Islands Job ID:
528748 Job Title:
Executive Assistant for the Office of the President Appointment Type:
Probationary Time Base:
Full-Time Date Posted:
June 12, 2023 Closing Date:
Open until filled Description:
Office of the President Confidential Administrative Support II RESPONSIBILITIES & DUTIES:
Special Projects:
Supports the Chief of Staff and AVP for Organizational Effectiveness & Special Assistant to the President with long-term special projects and initiatives that are varied and complex and relate to high-level internal and external constituents.
This includes assisting in project planning, performing strategic research and analysis, reporting on a variety of topics, taking initiative to identify potential problems and suggest solutions, and managing responsibilities with a high level of independence.
Assists in addressing a wide range of issues which requires discretion, ingenuity, confidentiality, and evaluation of solutions, including supporting Executive Leadership to effectively address sensitive personnel matters, including divisional, Academic Senate, affinity council related grievances, issues, or complaints that require Office of the President oversight or involvement, processing or preparing confidential memos and reports.
Administers the campus-wide Signature Authority Process, which ensures compliance of system-wide, state-wide, and federal mandates and commitments.
Coordinates Cabinet-level administrative and executive job searches and events.
Serves as the OTP Divisional representative for leading efficiency initiatives and as the OTP Divisional liaison for emergency communications.
Committee and Program Support:
Responsible for administrative support and coordination for the committees noted below and independently plans, prepares, organizes, follows-up, and performs website upkeep for meetings.
President's Planning & Policy Council (PPPC):
Reviews local, regional, statewide, and federal mandates and communicates with campus officials to ensure compliance.
Compares the internal administrative and academic policies' database and statuses; coordinates with policy authors for updates and presentations to the PPPC.
Maintains the University policy website and works with Academic Senate Chair to reconcile conflicting and duplicate policies.
Edits and maintains the Administrative Policies section of the University Catalog.
President's Scholars Committee (PSC):
Administers the President's Scholars' program including coordinating the yearly President's Scholars' interview process; serving as liaison to the President's Scholars, their advisors, and other entities on campus.
Coordinates the President's Scholars award distributions and presentations.
University Committees and Boards:
Oversees the solicitation and appointment process for University committees requiring Presidential appointment.
President's special committees, programs, and initiatives (e.
g.
, President's Advisory Council for Inclusive Excellence, President's Chumash Advisory Council, Strategic Initiatives, CI Connect, Inclusive Excellence Action Plan and IEAP initiatives):
Researches best practices, assesses similar committees with peer institutions, and recommends direction.
Communication and Document Management:
Works with various staff, administrators, and faculty to ensure compliance with reporting deadlines.
Maintains and archives records, filings, and historical records of communication.
Drafts clear and accurate correspondence; proofreads letters and documents.
Event support:
Assists the OTP staff in planning and organizing special events, meetings, dinners, luncheons, and tours of the campus including those with VIP guests and dignitaries such as CSU Chancellor's Office executives and trustees, higher education leaders, high-ranking political, governmental, and military officials, and community leaders, as well as prospects and donors.
Customer Service and Issue Resolution:
While working independently, as well as in a team, upholds the highest standards of customer service for both internal and external constituents by embodying the values of collegiality, inclusivity, respect, efficiency, and accuracy.
Assists with issue resolution (e.
g.
, personal, administrative, and operational) regarding problems reported to the OTP while maintaining confidentiality, and professionalism.
Ensures appropriate document management of issue resolution.
Administrative Support:
Maintains thorough knowledge of the OTP and its internal policies and procedures; ensures the OTP organizational chart is updated as needed and keeps updated files on organizational charts from other divisions.
Oversees the schedule of the Chief of Staff and AVP for Organizational Effectiveness & Special Assistant to the President and provides administrative support.
Provides meeting facilitation support including preparation of agendas and minutes and scheduling appointments.
Assists with processing documents including those associated with accounts payable and reconciliation.
Coordinates all domestic and international travel, which includes conference registration, lodging, ground transportation, and passport/visa arrangements for OTP staff including travel for non-CI employees supporting Presidential/OTP initiatives.
Supports the Presidential Aide by maintaining awareness of the President's calendar and daily needs and serves as backup to the Presidential Aide when needed.
Manages mail delivery to the OTP and operates a full range of office support technology and systems including MS Office, document management software, Vizio, maintenance of desktop databases and websites, and use of voicemail and email.
Performs other related duties as assigned.
REQUIREMENTS OF POSITION:
A bachelor's degree and three years of executive level clerical and administrative work experience, or the equivalent combination of education and experience required.
Previous experience with confidential materials and some supervisory experience preferred.
Must maintain a high level of professionalism, work ethic, and responsiveness suitable for an executive office.
Ability to take initiative, make independent decisions, use sound judgment, demonstrate follow-through, exercise timeliness, pay attention to detail, manage increasing responsibilities, handle multiple tasks simultaneously, prioritize workload and ensure that deadlines are met.
Ability to independently interpret and apply a wide variety of policies and procedures where specific guidelines and precedence may not exist.
Must work effectively both independently and as part of a team, maintain strict professional discretion and confidentiality, and produce written work with a high degree of writing proficiency and mastery of mechanics (e.
g.
, grammar, spelling, and punctuation).
Must demonstrate familiarity with management practices and have experience with budget/fiscal policies.
Demonstrate extensive knowledge of Microsoft Word, Excel, Outlook, and PowerPoint (experience with website management software preferred); and have the ability to learn new office technology systems and software packages.
Must have skill in the research, development, and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.
Must have skill in investigating and analyzing problems with a broad administrative impact and implications.
Effective verbal communication and customer service skills including telephone and e-mail messaging.
Must possess interpersonal and problem-solving skills in working with the public, administrators, faculty, staff, and students and the ability to lead and guide the work of others.
Punctuality and regular attendance are essential.
May be required to work evenings or weekends with advance notice.
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 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 set forth in CSU Executive Order 1083 Revised July 21, 2017 as a condition of employment.
Hiring Range:
$4,464 - $5,834 per month.
Estimated Salary: $20 to $28 per hour based on qualifications.
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