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Executive Assistant to the Vice President for Student Affairs

Apply now Job no: 515390
Work type: Staff
Location: Channel Islands
Categories: Confidential, Administrative, Probationary, Full Time

DIVISION OF STUDENT AFFAIRS

Confidential Administrative Support II

RESPONSIBILITIES & DUTIES: 

Provides a full range of high-level administrative support functions for the VPSA, Division Area Heads, and DSA staff, requiring a high level of confidentiality, discretion, and sound judgement. Coordinates the VPSA’s calendar and provides meeting support (e.g., managing meeting requests and scheduling meetings and agenda development and distribution, etc.) maintaining strict confidence at all times; working routinely with other Cabinet members and their respective executive support on confidential and sensitive matters. Performs research for the VPSA and prepares reports with recommended courses of action. Collaborates with other administrators in the VPSA office and DSA to thoroughly research and respond to a wide variety of highly sensitive student, staff, and organizational concerns and issues presented to, or initiated by the VPSA, requiring a high level of professionalism, discretion, and responsiveness. With a high degree of independence, conducts thorough and objective inquiries on behalf of the VPSA and is proactive in preparing and recommending fully vetted solutions. Attends meetings with the VPSA and senior leadership; responsible for minutes, agendas, and related communication for meetings and programs facilitated by the VPSA. Drafts, reviews, edits, and tracks communication (e.g., email correspondence, letters of recommendation, and reports, etc.) on behalf of the VPSA. Responsible for coordination of VPSA travel (e.g., conference registration, hotel, air travel, and car, etc.) and reimbursements. Serves as the interview coordinator for positions within the VPSA office and supports on-boarding efforts. Responsible for maintaining updated Division-wide files and information. Uses advanced communication skills to coordinate sensitive/confidential correspondence. Provides presentation coordination and support for the VPSA. Responsible for researching, planning, implementing, coordinating, and facilitating a variety of special projects and other related events/activities on behalf of VPSA. Works independently and within a group on special and on-going projects as well as other related initiatives coordinated by the VPSA. Establishes frequent contacts at all levels within (e.g., staff, faculty, DSA Associate Vice Presidents, Division Vice Presidents, and administrators from the Office of the President, etc.) and outside of (e.g., CSU Administrators, regional, state, and national educational leaders, committee members, and local Chamber of Commerce members, etc.) the University on behalf of the VPSA office regarding sensitive issues. Builds and maintains positive working relationships with students, administrators, faculty, and staff within the University as well as external campus partners. Represents the VPSA office on various Division initiatives and provides assistance and support for such initiatives on behalf of the VPSA with the highest degree of integrity and professionalism. Understands problems from a broader perspective to ensure a high level of customer service at all times for walk-in, telephone, and email inquiries. Uses independent judgment in referring inquiries to outside offices when needed. Serves on Division and University committees, as assigned. Provides back-up support for VPSA front office operations and student assistant oversight, as well as assistance to other administrators and staff in the VPSA office as needed. Performs additional related duties as assigned.

REQUIREMENTS OF POSITION: 

Bachelor’s degree in Business, Communication, Psychology, or related field required. At least three years of moderate to complex professional experience providing executive level support required. Punctuality and regular attendance are essential for this position. Excellent verbal and written communication skills; effective presentation skills; and a working knowledge of the practices, procedures and activities of Student Affairs. A foundation of knowledge of the principles of organization, administration, management, and Student Affairs required. Experience in higher education administration, public relations, or law is highly desirable. Must maintain the confidentiality of student information at all times and have knowledge of FERPA requirements. Ability to learn, understand and demonstrate the principles, practices, and procedures within Student Affairs. Ability to analyze and find solutions to problems. Ability to work independently, communicate effectively, and write clear and concise reports. Demonstrated ability to exercise leadership judgment and work as a team member within Student Affairs as well as with other staff and administrators within the University. Proven ability to manage multiple complex projects and assignments in a consultative, efficient, and effective manner. Strong interpersonal skills and the ability to motivate others without line authority. Ability to work effectively in a highly consultative and diverse environment. Ability to track and coordinate highly detailed projects in a well-organized and efficient manner. Knowledge of Word, Excel, PowerPoint and other related software programs. Must be available to work from 8 a.m. to 5 p.m. and may be required to work an occasional early morning, evening or weekend with advance notice as required.

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: $4,584 to $4,917 per month

Advertised: Pacific Daylight Time
Applications close: Pacific Daylight Time

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California State University Channel Islands 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.

Should you require a reasonable accommodation in the application and/or interview process, please contact Human Resources Programs (805) 437-8490.

Contact Us

For assistance regarding the employment application or website, please contact:

Faculty Employment: Academic Personnel at (805) 437-8455 (8-5 M-F PST) or email.
Staff Employment: Human Resources (805) 437-8490 (8-5 M-F PST) or visit the HR Service Desk

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