Executive Assistant (Confidential Administrative Support II)/ Human Resources California State University, San Bernardino
Overview Employment Status: Full-time, (Exempt) probationary position
Work Schedule: Monday-Friday 8:00 a.m. - 5:00 p.m. with occasional evening and weekend work required as needed. The work schedule for this position during the summer months is Monday through Thursday from 7:00 a.m. - 5:30 p.m. (30 minute unpaid meal period).
Compensation: Salary will commensurate with experience and qualifications. A comprehensive benefits package is provided.
First Review Deadline: This position will remain open until filled. Applications will be reviewed beginning June 21, 2019.
Under the general supervision of the Associate Vice President for Human Resources and Co-Chief Diversity Officer ('AVP'), the incumbent will provide high-level senior administrative support to the Associate Vice President/ Co-Chief Diversity Officer and Director of Labor and Employee Resources by conducting research, preparing statistical and budget reports, handling information requests, and performing senior-level clerical functions such as preparing policy correspondence, receiving executive visitors, arranging conference calls, 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.
Under the guidance of the AVP of Human Resources, the incumbent will review the status of all projects to determine planning strategy. The incumbent provides leadership and on-site supervision for assigned administrative assistant positions such as designing, implementing, and evaluating administrative systems to support the organization's operations; advising on policy and procedures related to finance, budgets, personnel, and related operational functions to meet program needs and goals. Creates records and generates minutes for various highly confidential meetings and projects; participates in the process of improving the operations systems, processes and policies in support of the Institute's mission. The Executive Assistant exercises discretion and independent judgment in matters of importance and ensures the general operations of the Executive Office are functioning to maximum capacity and high level of confidentiality. The incumbent may supervise at least one (1) staff member and will administer performance evaluations for those under the incumbent's supervision. Will be responsible for the organization and coordination of office operations, procedures, and resources to facilitate effectiveness and efficiency for the Office of the Human Resources.
The successful candidate must be proactive, possessing the ability to stay several steps ahead in anticipating the needs of the AVP and reporting departments. The position requires a highly qualified individual that possesses the skills, knowledge, capabilities and also demonstrates the demeanor and tact of a highly professional Executive Assistant, and has a demonstrated record of accomplishment having served in a role supporting executive level leadership. Incumbent must have a true commitment to the advancement of diversity, inclusion and equity and must demonstrate the desire to work with diverse groups of individuals across the university community. Interpersonal contacts are varied, often at a higher level, and tend to involve a broad range of problem-solving activities and recommending resourceful solutions.
Day-to-day management of the AVP's meeting schedule and liaison with ability to make executive decisions on importance of calendaring and time sensitive matters.
Maintain interaction with external constituents, which requires knowledge of protocol issues related to internal and external stakeholders.
Provide high-level administrative support by conducting research, preparing statistical and budget reports, handling information requests, and performing senior level clerical functions such as preparing policy correspondence, receiving executive visitors, arranging conference calls, supervise lower level administrative staff and scheduling highly confidential executive meetings.
Perform clerical functions such as composing correspondence; organizing and maintaining the AVP's filing system, screening calls with professionalism and diplomacy.
Evaluate, revise and develop policies and procedures, as needed, which requires in-depth knowledge of CSU Organization Policies and Procedures; related to human resources, payroll, and diversity.
Maintain meeting minutes; create agenda for regular meetings; coordinate and obtain materials for meetings to include updates, reports and sub-area reports (payroll, student employment, benefits, diversity); provide meeting materials to members prior to meeting. Including not limited to A&F cabinet, A&F leadership meetings, CODIE.
Edit and proofread confidential plans, staff correspondence, executive summaries, and strategic plans. Plan, develop and coordinate multiple projects simultaneously.
Setting up Business Planning meetings and coordinating all meetings in support of Human Resources.
Providing direct support for the Human Resources ('HR') leadership team as required.
Maintaining all highly confidential HR records, including, vendor contracts, performance evaluations, training records, settlement agreements, DHR or Title IX investigation records, etc.
Assisting the AVP in the preparation of information for presentations, media, and speeches.
Updating the AVP on key organizational issues and concerns when out of the office.
Coordinating travel arrangements, assisting with changes during travel and process expense reports.
Preparing AVP executive hiring via NeoGov and assisting with recruitment scheduling/coordination as necessary.
Communicate well with all levels of internal management and staff regarding strategic plans for advancement, recruitment initiatives.
Demonstrated ability to manage confidential information; exercise good judgment and take initiative as needed; possess excellent organizational and time management skills.
Demonstrated ability to prioritize diversity issues and initiatives.
Coordination of updates of the Staff Handbook and other HR policies.
Undertaking key HR duties, including drafting of employment contracts in liaison.
Provide process improvement suggestions as they relate to endowment administration, division policies/procedures, and the overall administrative function.
Develop, implement and provide support to special projects (both on and off campus) any other special events facilitated by the Human Resources Department.
Responsible for coordinating audits performed by the Chancellor's office and annual audits to include preparing responses multiple questionnaires; organizing documentation for review by auditors; respond to written inquiries from auditors; meet with auditors as requested; and provide responses to audit findings.
Serve as primary contact with CSU Human Resources. Complete policy and association renewal forms; review coverage for AVP's approval
Develop / ensure presentations to include general preparation, identifying resources, and collateral and presentation materials, equipment needs, producing scripts and speeches, and reviewing PowerPoint slides.
Meet professional obligations through efficient work habits such as: meeting deadlines, honoring schedules, coordinating resources and meeting in an effective and timely manner, and demonstrates respect for others.
Undertaking work in relation to department strategic plan.
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail, including excellent written and verbal skills, able to create draft communications for executive review and approval; ability to write memos and letters, and prepare reports and information for distribution.
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
Expert level written and verbal communication skills.
Demonstrated proactive approaches to problem-solving with strong decision-making capability.
Highly resourceful team player, with the ability to also be extremely effective independently; able to handle a variety of personalities with multiple demands with constantly changing priorities and schedules in a high-pressure, dynamic work environment.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
Experience in managing and handling executive-level travel.
Forward looking thinker, who actively seeks opportunities and proposes solutions.
Must demonstrate commitment of the advancement of diversity and inclusion, including experience with working with a diverse group of people in different settings/environments.
Advanced computer-based skills to maintain company records, set up filing systems or digitally manage daily operations for conducting market research for statistical reports.
Managing or training lower-level administrative staff. Strong people skills are necessary for interacting with campus executives. Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, students, and faculty.
Maintaining strict confidentiality regarding sensitive information and topics within Human Resources and executive level meetings; Demonstrated ability to manage confidential information; exercise good judgment and take initiative as needed. Possess excellent organizational and time management skills. Assist the vice president by preparing for internal/external meetings, donor visits and travel, which requires the ability to anticipate and foresee essential, requisite materials and research necessary for donor visits, strategy meetings, and travel arrangements.
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Experience & Training and License/ Certificate: A combination of experience and education that would likely provide the required knowledge and abilities may be qualifying. A typical way to obtain the knowledge and abilities would be:
Experience: Five (5) or more years of increasingly responsible, administrative or clerical experience is required. At least three years of Human Resources Experience in a unionized higher education institution or public agency is highly desirable. Education: 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. License/ Certificate: This position may occasionally drive a personal or campus vehicle. A valid and appropriate California driver's license and an acceptable driving record are 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 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)
The Confidential Support Series covers those employees of the CSU who have been designated as 'confidential' in accordance with the provisions of the Higher Education Employer-Employee Relations Act (HEERA). According to HEERA, an employee is designated as 'confidential' if he or she is 'required to develop or present management positions with respect to meeting and conferring or whose duties normally require access to confidential information which contributes significantly to the development of those management positions.'
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.