Work Schedule:Monday - Friday, 8AM - 5PM (Occasional evenings and weekends)
First Review Deadline:This position will remain open until filled. Applications will be reviewed beginning September 25, 2019.
Under the general direction of the Office Manager, the incumbent will provide Confidential administrative coordination for the President's Office by conducting research, preparing statistical and budget reports, handling various requests, and performing clerical functions such as preparing policy correspondence, receiving executive visitors, arranging conference calls, manage department budget, 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. Responsibilities include, but is not limited to:
Incumbent will normally require access to confidential information which contributes significantly to the President's Office
Maintain interaction with external constituents, which requires knowledge of protocol issues related to internal and external stakeholders.
Incumbent will process reimbursements / payments for President Office staff and adhere to CSU purchasing and procurement guidelines.
Will ensure that appropriate funding is used based accounting categories and follow up on pending financial items as needed.
Maintaining all highly confidential department records, including, vendor contracts, performance evaluations, training records, settlement agreements, investigation records, etc.
Enter travel requests and expense reports on the CSUSB Concur Travel System for team travel and designated staff travel.
Incumbent will reconcile travel advances and ensure that required documentation is received in a timely manner.
Incumbent will attend training as needed to maintain compliance with CSU and CSUSB policies and procedures.
Provide backup administrative support to the President and Chief of Staff in the absence of the Office Manager & Executive Assistant and/or Scheduler by responding to requests.
Communicate with clients via verbal, written and electronic correspondence (i.e. answering phones, sending emails, greet clients as they enter the President's Office etc.)
Edit and proofread confidential plans, staff correspondence, executive summaries, and strategic plans. Plan, develop and coordinate multiple projects simultaneously.
Attending meetings and taking notes as needed.
Incumbent will provide onboarding,training and supervision to student assistants about customer service to callers and visitors, analyzing and routing incoming mail, monitoring and ordering office supplies, preparing and distributing outbound correspondence, maintaining hard copy and electronic files, Provide additional training and guidance as needed.
Will coordinate office support the Legislative Affairs Office.
Provide backup administrative support to the office in the absence of Student Assistants.
Education and Experience:
High School Diploma or equivalent AND five years of experience in general office administrative/clerical work is required. Three years experience in a unionized higher education institution or public agency is highly desirable.
A bachelor's degree required, Master's degree preferred, and five years' experience in executive level support with a high degree of supervisory skills. Experience in higher education is a plus.
Knowledge, Abilities, and Skills:
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.
Have the ability to supervise and evaluate 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 is required.
Must be a highly motivated and organized individual who is able to work effectively with minimal supervision.
The ability to 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.
Other duties as assigned.
Applicant Testing Notification:
Applicants selected to interview will be required to complete a skills assessment test and writing sample.
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 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.